Do you receive the “Your Mailbox is almost full” message far too often? Exchange Extended Mailbox (EEM) is the quick solution!
The U.S. House of Representatives migrated to Exchange 2007 last year. With this migration came several important changes to your email system. The change this post will focus on is the Exchange Extended Mailbox. Exchange Extended Mailbox (EEM), also called Symantec Enterprise Vault (EV), is the software the House uses to automatically move older emails to secondary storage.
How it works: When your mailbox reaches the trigger point of 375,000 kb, EEM will kick in the following night and move mail messages older than 30 days to secondary storage until your mailbox is back under the limit. This process is called moving to the vault or vaulting. If you are at a PC, using Outlook or Outlook Web Access, vaulted messages appear in your Inbox (or whichever sub-folder you left them in) just like regular messages, with the exception of having a different icon.
If emails are vaulted automatically why are you still receiving “your mailbox is almost full” messages? Because your mailbox size surpassed the ‘trigger point’ during business hours and EEM’s automatic vaulting process only occurs overnight.
How do you solve this? Manual Vaulting
Manually Vaulting emails in Outlook 2007
1. Open Outlook and arrange the emails in your inbox by size. Click the View menu, click Arrange By and select Size
2. Select the largest emails in your inbox and click the Store in Vault button on the Symantec Outlook Add-In Toolbar.
3. Click OK to move the selected emails into the Enterprise Vault.
4. The message icon for vaulted emails will change to indicate that they have been moved into the Enterprise Vault.
Messages that have been vaulted no longer count against your mailbox size limit.
Limitations to Vaulted Messages
There are just a few limitations to messages which have been vaulted:
- You may have to wait an extra second for the message to open, though it is normally VERY quick.
- You will only able to see the first 4000 characters of vaulted messages on your Blackberry or on an Apple mail client. You will notice this most commonly with message attachments not being viewable, but it will also apply to the text of very long emails. Anything over 4000 characters can be viewed by unvaulting the message or by clicking on the link included in the message – this will open the entire message in a web browser.
- Messages cannot be manually vaulted between 7:00 AM – 9:30 AM.
- Vaulted messages should not be moved to PST files (archive/personal folders) or exported via Outlook’s import/export wizard. If you need to export vaulted messages to a file, to take with you to a new job or for backup purposes, please contact your HouseCall Systems Administrator assistance with the process.
These limitations can all be quickly overcome by unvaulting messages, saving all that time you previously spent archiving emails in PST (personal/archive folders) files.
EEM is not a replacement for keeping a tidy inbox – you should continue to maintain an organized structure of inbox sub-folders and delete any unnecessary emails. EEM is a valuable tool that will help keep you organized by allowing you to keep all of your messages in your inbox eliminating the need for those pesky PST files. Note: Outlook does limit the number of emails that can be stored in a single folder so it is important to create inbox sub-folders.
The CAO’s full guide to EEM services can be found on HouseNet under: Technology/ How-To Library/Exchange Extended Mailbox Service Features Guide.