Unused Mailbox Clean-up

Any Exchange mailbox unused for over 12 months is subject to closure. We make every effort to contact the user of the mailbox for confirmation but lack of confirmation is deemed approval to delete. This stance was approved by SLAC Directors in September, 2006.

Never Used

• Using Exchange System Manager
  • Sort by Last Logon Time and find the ones with no value in that field.
• Verify they are not forwarding their email offsite via Active Directory
Users & Computers:
• Find the person;
• Select Exchange General tab;
• Press Delivery Options button. (if they are forwarding offsite then skip this person - no further action needed).
• Verify their account is at least a few weeks old
  • res list user <***>
  • look at the date created (if less than a few weeks ago then skip this person - no further action needed).
• Look them up in SLAC Phone Directory
  • if they are GONE then skip this person - no further action needed.
  • note their ATOM and/or Supervisor
• If you made it this far then you'll be contacting their ATOM and Supervisor.
  • Users: Send an email to SLUODESK stating the Exchange mailbox will be deleted in 30 days if they do not respond.
  • All others: Send an email to their ATOM and Supervisor stating the Exchange mailbox will be deleted in 30 days if they do not respond.
  • Suggest that they might need to GONE the person as well.

Unused For Over 1 Year

• Using Exchange System Manager
  • Sort by Last Logon Time and find the ones with a date from over 1 year ago.
• Verify they are not forwarding their email offsite via Active Directory Users & Computers:
  • Find the person;
  • Select Exchange General tab;
  • Press Delivery Options button. (if they are forwarding offsite then skip this person - no further action needed).
• Look them up in SLAC Phone Directory
  • If they are GONE then skip this person - no further action needed.
  • note their ATOM and/or Supervisor
• If you made it this far then you'll be contacting their ATOM and Supervisor.
  • Users: Send an email to SLUODESK stating the Exchange mailbox will be deleted in 30 days if they do not respond.
  • All others: Send an email to their ATOM and Supervisor stating the Exchange mailbox will be deleted in 30 days if they do not respond.
  • Suggest that they might need to GONE the person as well.

Exchange 2007 EMS Approach

• There are many way to do this, here are a few suggestions (be sure to test it on non-production server or try a small sample)
  • All users at once and exported to CSV and sort it from there:
    • Get-Mailbox | Get-MailboxStatistics | Export-CSV users-by-last-logon.csv
  • Per mailbox cluster
    • Get-Mailbox -server Exchcluster1-** |Get-MailboxStatistics | Export-CSV users-by-last-logon.csv
  • Per user (overkill to export it to CSV file, just output this to a screen instead)
    • Get-Mailbox user-id | Get-MailboxStatistics | Export-CSV user-by-last-logon.csv (can remove | Export-CSV user-by-last-logon.csv for single user)

Deleting Mailboxes and Ensuring Mailrouting is Correct

Depending on what accounts they have left after you delete the Exchange mailbox you may be deleting their mailrouters or you may be redirecting them to their mailbox account (or offsite account if they requested this). You may also need to delete the .forward in their Unix home directory.