How to Set a Server-Side Rule for Journal Recipient Mailboxes

 

For each journal mailbox that you create, you must create a server-side rule that forwards all messages as they arrive to the third-party storage solution as a MIME message. To do this, you can use Outlook® to create a rule that forwards all messages to the custom SMTP recipient that you created. Because the message travels over SMTP, Exchange automatically converts it to MIME for delivery. Alternatively, when you set up the rule, you may decide to redirect the message, which is essentially forwarding the mail, but the redirected mail does not contain the headers of the original mail.

After a message has been forwarded to the third-party storage solution, it must be deleted from the local mailbox store to reduce storage bloat. To do this, you must add an action to the rule that moves the message to the Delete Items folder. After the messages are moved to the Deleted Items folder, you must set up an Exchange recipient policy that Mailbox Manager can run to permanently delete the messages.

Before You Begin

Before you create server side rules, you must create an Outlook profile for the journal recipient mailbox for which you will be creating the forward rule.

Procedure

To create a server-side rule for journal recipient mailboxes

  1. In Outlook 2003, click Tools, and then click Rules and Alerts.

  2. In the Rules and Alerts dialog box, on the E-mail Rules tab, click New Rule.

  3. On the first page of the Rules Wizard, select Start from a blank rule, and then click Next.

  4. On the second page of the Rules Wizard, do not select any conditions in the Select condition(s) section. Instead, click Next. A message will prompt you to verify that the rule you are creating is for all messages that are received in this mailbox. Click Yes.

  5. On the third page of the Rules Wizard, in the Select action(s) section, select forward it to people or distribution list. In the Edit section, click people or distribution list.

  6. In the Rule Address dialog box, select the custom SMTP recipient you created earlier, click To, and then click OK.

  7. On the third page of the Rules Wizard, in the Select actions(s) section, select move it to the specified folder. In the Edit section, select specified folder, locate the Deleted Items folder, and then click OK.

  8. On the third page of the Rules Wizard, click Finish.