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Port Managed Folder

Exchange 2010
 

Applies to: Exchange Server 2010 SP3, Exchange Server 2010 SP2

Topic Last Modified: 2011-03-19

In Microsoft Exchange Server 2010, retention policies, the new Exchange 2010 messaging records management (MRM) feature, replace managed folders, the MRM feature introduced in Exchange Server 2007. Using the Port Managed Folder wizard, you can port managed folders to retention tags, thereby maintaining the same retention settings as the managed folder.

When porting a managed folder to a retention tag, consider the following:

  • Managed folders have associated managed content settings. These settings control the lifespan of items in users' mailboxes, including the age limit for retention, the retention action, and the message type. In this case, message type refers to the type of message such as e-mail messages, appointments, meeting requests, and voice mail.

  • A managed folder can have multiple managed content settings for the different message classes associated with it.

  • The following retention tags don't support different message classes:

    • Retention policy tags (RPTs) which are applied to default folders such as Inbox and Deleted Items.

    • Personal tags, which are available to Microsoft Outlook 2010 and Microsoft Office Outlook Web App users to apply to custom folders and individual messages.

  • Default policy tags (DPTs), which are applied to the entire mailbox, are the only retention tags that support the Voicemail message class (in addition to the All message class, denoted by the asterisk (*) symbol).

  • If the managed folder you want to port has multiple managed content settings for different message classes, only one retention tag is created, and the highest retention age of all the managed content settings is used as the retention age for the ported tag, irrespective of the message class of the managed content settings.

    For example, review the following managed content settings for the managed folder Corp-DeletedItems.

     

    Managed content settings Message class Retention age Retention action

    CS-DeletedItems

    *

    60

    Permanently Delete

    CS-DeletedItems-Voicemail

    Voicemail

    14

    Permanently Delete

    CS-DeletedItems-Fax

    Fax

    120

    Delete and Allow Recovery

    When you port the managed folder Corp-DeletedItems to the retention tag Ported-DeletedItems, the tag will have the following settings.

     

    Retention tag Message class Retention age Retention action

    Ported-DeletedItems

    *

    120

    (the highest retention age of all managed content settings associated with the ported managed folder)

    Delete and Allow Recovery

  • By default, managed default folders of the type All are ported to DPTs.

  • Managed default folders of folder types other than All are ported to RPTs.

  • Managed custom folders are ported to personal tags.

  • Retention tags created by porting managed folders contain the managed folder name in the LegacyManagedFolder property. After you port or create retention tags, you must link the tags to a retention policy and apply the policy to a mailbox. When the Managed Folder Assistant processes the mailbox and finds a managed folder that matches a ported retention tag, the assistant applies the retention tag to the managed folder. The ported retention tag must be linked to the user's retention policy for this to occur.

Looking for other management tasks related to MRM? See Deploying Messaging Records Management.

You need to be assigned permissions before you can perform this procedure. To see what permissions you need, see the "Messaging records management" entry in the Messaging Policy and Compliance Permissions topic.

  1. Navigate to Organization Configuration > Mailbox.

  2. In the action pane, click Port from Managed Folder to Tag.

  3. On the Introduction page, complete the following fields:

    • Tag Name   Use this box to type a name for the new retention tag. This name can be up to 64 characters in length.

    • Select the managed folder to upgrade   Click Browse to select a managed folder to port.

    • Comments   Use this box to type a comment that will be displayed to the user in Outlook. For example, to alert users that MRM is enabled on the folder, you could type the following message: "Messages are removed from this folder after 120 days." The maximum length of this comment is 255 characters. To configure localized comments, use the Set-RetentionPolicyTag cmdlet.

  4. On the Completion page, review the following, and then click Finish to close the wizard:

    • A status of Completed indicates that the wizard completed the task successfully.

    • A status of Failed indicates that the task wasn't completed. If the task fails, review the summary for an explanation, and then click Back to make any configuration changes.

You need to be assigned permissions before you can perform this procedure. To see what permissions you need, see the "Messaging records management" entry in the Messaging Policy and Compliance Permissions topic.

This example ports the managed folder MF-Corp-DeletedItems to the retention tag Tag-Corp-DeletedItems.

New-RetentionPolicyTag -Name 'Tag-Corp-DeletedItems' -ManagedFolderToUpgrade 'MF-Corp-DeletedItems'

For detailed syntax and parameter information see New-RetentionPolicyTag.

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