In Exchange 2010 (2003 and 2007 as well) we have the option to “remove” the mailbox of a mailbox user (remove is quoted, because the action itself is called Disable). What really happens when you disable a mailbox is that the mailbox is disassociated from the related user object in Active Directory by removing the user object’s Exchange attributes. The mailbox is also said to be ‘orphaned’ because it has no associations with a user object. During the maintenance cycle, the mailbox will be marked for removal.
After disabling a mailbox it will still be present in the mailbox store and it is marked for removal. During maintenance, the MSExchangeIS process will check for mailboxes marked for removal and which are past their retention period. The retention period is a configurable setting and by default it is set to 30 days, meaning you can recover deleted mailboxes within 30 days.
In order to configure the mailbox retention setting from the Exchange Management Console in Exchange 2010, navigate to Organization Configuration > Mailbox and then select the database in the Database Management tab. Select its Properties and configure the “Keep deleted mailboxes for (days)” setting on the Limits tab:
Now on to the fun part. For starters, we will have a user with a mailbox and without a personal archive, like in the pre-Exchange 2010 era. Nothing new here, from the Exchange Management Shell we can disable the mailbox by selecting it and selecting Disable.
Do not make the mistake of using the Remove-Mailbox cmdlet, which is similar to the possible confusion in the Exchange Management Console as mentioned earlier. A useful addition to the Remove-Mailbox cmdlet when compared to the Remove action found in the Exchange Management Console is that you can use Remove-Mailbox in conjunction with the Permanent parameter to immediately remove the mailbox, without having to wait through the “Deleted Mailbox Retention” period. It is not possible to recover the mailbox once you have done this.
You can also use the Remove-Mailbox cmdlet to permanently remove disconnected mailboxes without needing to wait for the retention period to expire. To use this we need to specify the mailbox Database as well as the ExchangeGuid:
Disconnected mailboxes appear in the Disconnected Mailbox view in Exchange Management Console (if the naming were consistent, this would be called Disabled Mailbox). We can right click on a disconnected mailbox, select Connect and choose a matching user or a different user to which to connect the mailbox. A matching user will be based on matching values in the LegacyExchangeDN or DisplayName properties. When selecting a different user the requirement is that the user must not already have a mailbox connected.
Note that disconnected mailboxes may not show up immediately because of delays caused by replication or if the status of the mailbox hasn’t been updated in the store yet. To scan Active Directory for disconnected mailboxes and update the status in the store accordingly, you can use the Clean-MailboxDatabase cmdlet, e.g.
Perhaps unnecessary to say, but don’t select Remove to remove a mailbox. The Remove option will not only disconnect the mailbox but will also delete the associated user object. You will not be the first to accidentally remove the user object when you only intended to remove the mailbox selecting the Remove option. After all, you are in a Mailbox view so Remove implies removing a mailbox. The action Disable is also improper naming since it doesn’t disable the mailbox but marks the mailbox for deletion. After the retention period it will be deleted permanently. That’s not what “Disable” implies. After all, disabled user accounts are not deleted from the Active Directory after their tombstone expires.
To disable a mailbox from the Exchange Management Shell use the Disable-Mailbox:
Finally, if you want to clean up (i.e. purge) all disconnected mailboxes and archives in an organization and don’t want to wait for their retention period to expire, use the following cmdlets:
The first operation retrieves all disconnected mailboxes in the organization and assigns the variable $disMbx to it. The second operation loops through all entries in $disMbx and removes them one by one (the percentage symbol is an alias for foreach-object). Needless to say, perform this action only after creating a proper backup of your Exchange environment.