Step 8 - Clean the Journal Recipient Mailbox

Last published : Apr 17, 2026
To permanently delete messages from the Journal Recipient Mailbox, you must complete the following:
  • Create a Recipient Policy that identifies the Journal Recipient Mailbox and permanently deletes old items in the Deleted Items folder.
  • Set Mailbox Manager to run the policy at an appropriate interval.
To create the recipient policy, follow these steps.
To create the Mailbox Recipient Policy
  1. Select Start > Programs > Microsoft Exchange > System Manager.
  2. Expand the Recipients folder, right-click the Recipient Policies folder, point to Newand then clickRecipient Policy.
  3. In the New Policy dialog box, select Mailbox Manager Settingsand clickOK.
  4. In the Properties dialog box within the General tab, enter Journaling Archiveas thePolicy Name. Under Filter rules, clickModify.
  5. In the Find Exchange Recipients dialog box, construct a search query that returns the journal mailbox you created. Enter the keyword and modify filter fields. When you finish building the query, click OK.
    Note: You can construct the search query in several ways. The required query depends on how many journaling mailboxes or journaling servers you have configured. The search criteria you enter create an LDAP query that runs when the Mailbox Manager runs this policy. You should test this query to verify that it does not display other mailboxes when you run it.
  6. After selecting your filter fields, which display in the Conditionsfield, clickFind Now.
  7. Your search results display. Click OK. A warning dialog appears. Since policy is new and only applies to one user, clickOK.
  8. In the Properties dialog box, select the Mailbox Manager Settings (Policy) tab. Select Delete Immediatelyfrom thewhen processing a mailboxdrop-down menu. Clear all folders except the Deleted Items folder, from the list. Confirm that the Deleted Items folder is selected and clickEdit.
  9. In the Folder Retention Settings dialog box, select the Age Limitcheck box and enter an appropriate age limit into the available field. Deselect theMessage Sizecheck box. ClickOK to close the dialog box.
  10. In the Recipient Policies details pane, right-click the policy you created, and then click Apply this policy now. A message prompts you to confirm the update. ClickYes.
    Caution: Once you create a policy, you must schedule it to run on the Journaling Mailbox Server.
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