Accessing, and Archiving Mailboxes in Exchange

Disabling a mailbox causes it to be automatically deleted in 14 days!
Removing a mailbox removes EVERYTHING from both exchange AND AD!

Transferring access to another user's mailbox

• Forwarding mail to another user
  1. Use Remote Desktop Connection to connect to the Exchange Server.
  2. Open "Exchange Management Console".
  3. Go to: Microsoft Exchange On-Premises->Recipient Configuration->Mailbox.
  4. Right-click on the terminated user's mailbox, left-click "Properties".
  5. Click on the "Mail Flow Settings" tab.
  6. Click on "Delivery Options", click on the blue "Properties..." button.
  7. Check the "Forward to:" button; enter email address to forward to, or click "Browse" to browse for account to forward to.
     • Only click the "Deliver message to both forwarding address and mailbox" if you need copies of all messages preserved on original mailbox, or if other users have full access permission to the mailbox.
     • "Forward to:" only allows one address to be entered, if you need to forward mail to more than one address, create a mailing list and add all recipients to that list; use mailing list email address in the "Forward to:" field.
  8. Apply all changes, and exit out of "Exchange Management Console".
  9. Log off of the Exchange Server.


• Granting full access permission to another user
  1. Use Remote Desktop Connection to connect to the Exchange Server.
  2. Open "Exchange Management Console".
  3. Go to: Microsoft Exchange On-Premises->Recipient Configuration->Mailbox.
  4. Right-click on the terminated user's mailbox, left-click "Manage Full Access Permission".
  5. Click "Add...".
  6. Search for and select the user you are granting full access permission to.
  7. Click "Ok".
  8. Click "Manage".
  9. Finish applying all changes, and exit out of "Exchange Management Console".
  10. Log off of the Exchange Server.

Disabling and Archiving an Exchange Mailbox

Once archived incoming mail will no longer be forwarded!

1. Use Remote Desktop Connection to connect to the Exchange Server.
2. Open "Exchange Management Console" and identify the "Alias" listed for the mailbox being archived.
3. Open "Exchange Management Shell".
4. Assign Role to a Domain Admin account, in the shell run:
   New-ManagementRoleAssignment –Role “Mailbox Import Export” –User <domain>\<admin>
   • <domain>\<admin> is your login domain and admin account without angle brackets
   • This step will only need to be performed once per account.
5. To export Mailbox for one user, in the shell run:
   New-MailboxExportRequest -Mailbox <alias> -FilePath "<File Path>\<Archive Name>.pst"
   • <alias> is the alias listed in the Exchange Management Console for the target mailbox without the angle brackets.
   • <File Path>\<Archive Name>.pst is the path to where you will save the archive, and the name of the file without the angle brackets.
   To export mailboxes for multiple users, enter the exchange alias for all affected users into a CSV, and in the shell run:
   foreach ($i in (Import-Csv <File Path to->SOURCE-CSV.csv)) { New-MailboxExportRequest -Mailbox $i.Alias -FilePath "<File Path to save archive>\$($i.Alias).pst" }
6. In order to check the status of Mailbox export, in the shell run:
   Get-MailboxExportRequest | Get-MailboxExportRequestStatistics
7. In order to clear status of exported Mailbox, in the shell run:
   Get-MailboxExportRequest | Remove-MailboxExportRequest
8. Return to: "Exchange Management Console".
9. Go to: Microsoft Exchange On-Premises->Recipient Configuration->Mailbox.
10. Select the terminated user, the in the right panel, click "Disable".
    • Disabled Mailboxes will be deleted after 14 days
11. Log off of the Exchange Server.