Select the properties sheet's Mailbox Settings
tab, then select the Messaging Records Management option and click the Properties button. You
should now see the Messaging Records Management dialog box that Figure 4 shows.
Select the Managed folder mailbox policy check box, then click Browse. You should see
the policy created in the last step (we called it
Managed Folders). Select this policy and click
OK three times to close all open dialog boxes.
The policy is now associated with the user
account and should be active at this point.
Create a Transport Rule
The next step in the process is to create a
mailbox that can act as a repository for messages related to the Contoso account. Create
this mailbox in the typical way. Go through the
steps to associate a managed-folder mailbox policy with the new mailbox, and choose the
Contoso policy.
Now that you've created a mailbox to act as
a message repository, the next step is to move
Contoso messages into the mailbox. The easiest
way to accomplish this is to create a transport
rule. Transport rules look at messages as they
flow through the Exchange organization.
To create a transport rule, navigate through
the console tree to Organization Configuration Hub Transport. Next, click the New Transport
Rule link in the Actions pane to launch the New
Transport Rule wizard.
The wizard's initial screen asks you to enter
a name for the rule as well as an optional comment. Let's name the rule Contoso, and we'll
add a comment indicating that the rule copies
Contoso-related messages to a repository mailbox.
Click Next, and you'll see a screen asking
you to select a condition for the rule to look for.
There are many conditions that you can specify,
but let's assume that a message will be considered to be related to the Contoso account if the word Contoso appears anywhere in the message subjector body. Therefore, select the when theSubject field or the
body of the message contains specific words check
box, as Figure 5, shows.
Notice in Figure 5 that specific
words is underlined in the edit
section in the bottom pane. Click
the specific words link to enter the
words you want
the rule to apply
to. In this case, just
enter Contoso.
Click Next, and
you'll be prompted
to select an action
for the rule. In this
case, choose the Blind Carbon Copy
(BCC) the Message to Address option. Doing so will cause a copy
of every message containing the word Contoso to be sent to the repository mailbox. Just as you
clicked the specific words link earlier, you must
now click the Address link to enter the email
address that's associated with your repository
mailbox.
To complete the process, click Next twice,
followed by New and Finish. The new transport
rule is now created.
Create an Outlook Rule
We're almost done except for one minor detail.
The Inbox associated with the repository mailbox that we created doesn't have a message-retention policy associated with it. We need
to guarantee that Contoso-related messages
are retained for five years. We've created a
managed custom folder that has a five-year
retention period associated with it, though, so
we just need to move messages from the Inbox
folder to our managed custom folder.
Unfortunately, you can't do so through
Exchange Management Console, but you can
get the job done through Outlook by creating
an Outlook rule. The procedure I'll describe is
designed for use with Microsoft Office Outlook
2007.
Open the repository mailbox in Outlook,
then choose Rules and Alerts from Outlook's
Tools menu. When the Rules and Alerts dialog
box appears, click the New Rule button. Outlook displays various rule templates. Click the Check Messages When they Arrive option found
in the Start from a Blank Rule section, then click
Next.
You'll see a screen displaying various rule
conditions. Select the Where my name is not
in the To box check box. Remember that our
transport rule sends messages to this mailbox
by using a BCC, so the mailbox owner's name
should never appear in the To box.
Click Next, then select the Move it to the
Specified Folder check box. Click Specified,
and you'll see a list of folders. Select the folder
to which the retention policy applies, then click
Finish, followed by OK.
Achieve Your
Compliance Goal
As you can see, configuring Exchange 2007
to retain specific types of messages can be a
lot of work. Nevertheless, doing so is usually
worth the effort because messages required
to be retained will all be grouped into a central
folder that you can easily search for specific
information. Messaging records management
combined with transport rules will help you
meet your organization's email-retention
needs.