Configuring a Mailbox Storage Management Definition

Document created by user.oxriBaJeN4 Employee on Sep 14, 2015Last modified by user.oxriBaJeN4 Employee on Mar 27, 2017
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A Mailbox Storage Management definition is required to define the settings used for the Mailbox Storage Management feature. Administrators can define very granular settings ranging from the Message Action type, the sizes of mailbox to target, down to the security and importance levels of messages.

A single definition can be applied to multiple Exchange Tasks.

Creating a Mailbox Storage Management Definition

 

When creating Mailbox Storage Management definitions, there are many sections that can be configured to make the selection of stubbed items as specific as possible.  It is also possible to configure the main options within Mailbox Storage Management properties, and ignore the other available criteria.

 

To create a Mailbox Storage Management definition:

  1. Log in to the Administration Console.
  2. Click on the Administration toolbar button. A menu drop down is displayed.
  3. Click on the Services | Exchange Services menu item.
  4. Click on the Exchange Definitions drop down list.
  5. Click on the Mailbox Storage Management option.
  6. Complete the available options as described in the table below:

    SectionFieldDescription
    Mailbox Storage Management PropertiesDescriptionEnter a meaningful description for your Mailbox Storage Management Definition. As there may be several of these definitions, the description is important to identify the correct definition. A good example would be: “Attachment only stubbing for emails older than 90 days”.
    Test Run OnlySimulates the execution of the MCS task definition, allowing Administrators to view the impact of an MCS task without actually stubbing the affected messages. The results are shown in the task log once the task has run.
    Message Action Type

    - Stub Full Message the entire message is stubbed, including any attachments, that meet the additional criteria.

    - Stub Message Attachment only the message attachments are stubbed.

    Mimecast for Outlook is required to open Mimecast stubbed messages.

    - Delete Message removes non-stubbed messages that are already matched in the Archive. 

    - Stub Message Attachment (Universal Access) replaces attachments with a small html document containing a link to the original attachment in the Mimecast archive.

    Messages/message attachments will only be processed if they are confirmed to be available in the Mimecast Archive.

    Mailbox Larger Than (MB)Allows Administrators to manage Mailbox Storage Management activity by restricting the task to only apply to mailboxes over a certain size.  Setting this option to 0 (zero), will set the task to stub all messages that meet the additional criteria selected.
    Message Larger Than (KB)Allows Administrators to manage Mailbox Storage Management activity by restricting the task to only apply to individual messages over a certain size.  Setting this option to 0 (zero), will set the task to stub all messages that meet the additional criteria selected.
    Message Older Than (Days)Allows Administrators to manage Mailbox Storage Management activity by restricting the task to only apply to messages older than a given number of days.  Setting this option to 0 (zero), will set the task to stub all messages that meet the additional criteria selected.
    Enabled Mailboxes OnlyExchange allows Administrators to manage mailboxes in two ‘states’; enabled or hidden.  This check box ensures that the stubbing task will only be apply to those mailboxes set to ‘enabled’ within Exchange.
    Read Mails OnlyRestricts stubbing activity to those messages that have been marked as read.
    Must Have AttachmentsEnsures that Mimecast stubs the full message body as well as all attachments (as opposed to the Stubbing Type of Attachments Only, which leaves the message body).  This setting will not stub messages unless they have an attachment.
    Attachments Larger Than (KB)This field is only displayed when either the Stub Message Attachment or Stub Message Attachment (Universal Access) options are selected and ensures that only attachments over a certain size will be stubbed.
    Folder OptionsInclude InboxMessages matching the criteria in the definition and found in the Inbox will be managed.
    Include Sent ItemsMessages matching the criteria in the definition and found in the Sent Items will be managed.
    Include Deleted ItemsMessages matching the criteria in the definition and found in the Deleted items will be managed.
    Include Junk MailMessages matching the criteria in the definition and found in the Junk Mail will be managed.
    Include Other FoldersMessages matching the criteria in the definition and found in folders not considered as Exchange Well Known folders will be managed.
    Flagged Message OptionsUp to Status LevelAllows Administrators to configure if messages should be stubbed based on whether a message has been marked, or is flagged as completed.
    Include Unflagged ItemsShould be selected as standard to ensure that all messages, regardless of whether a flag is present, will be considered for stubbing (taking into account the other criteria).
    Include Flags

    All other options refer to the flag color assigned to a message.  Flag color is customized within Outlook 2003 and later versions, therefore care should be taken when selecting a single colored flag to be included.

    Outlook 2007 utilizes a red flag system and allows categorization of emails via color.  The red flags are covered by the Include Red Flags checkbox, however the customized color categorization of messages is not.

    Filter OptionsUp to Security LevelOutlook allows you to assign messages a Sensitivity level, the lowest being Normal and the highest being Confidential.  The filter specifies an “up to” security level. Selecting Confidential, for example, will ensure that all messages are captured, regardless of assigned Sensitivity level.
    Up to Importance LevelAdministrators can also assign an Importance level against a message, from Low to High.  The filter specifies an “up to” importance level, therefore selecting High, for example, will ensure that all messages are captured, regardless of assigned Importance levels.
  7. Select Save and Exit to complete the definition.

 

Now that you have a Mailbox Storage Management definition configured you can apply this using an Exchange Task.

 

User Initiated Stubbing

 

User Initiated Stubbing does not require a definition, and is created directly using an Exchange Task. Users will use Mimecast for Outlook to select which emails they want stubbed rather than candidates being determined from an admin policy.

The Mimecast for Outlook User Initiated Stubbing feature is controlled in Application Settings and is disabled by default.

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