OL2000: (CW) Running Clean Mailbox Agent Can Result in Lost Mail (197337)


The information in this article applies to:

  • Microsoft Outlook 2000
This article was previously published under Q197337


NOTE: These procedures only apply if you have installed Outlook with the Corporate Workgroup/Other option. This option allows you to use Messaging Application Programming Interface (MAPI) services. To determine your installation type, on the Help Menu click About Microsoft Outlook. In About Microsoft Outlook you should see "Corporate" if you have the Corporate Workgroup installation.

SYMPTOMS

When you use the Mailbox Cleanup Agent to delete messages from a server- based folder containing Microsoft Outlook messages moved from another folder, you might lose messages that were supposedly archived.

The Microsoft Exchange Server administrator uses this utility; for more information see the "Exchange Mailbox Cleanup Agent" section below.

CAUSE

When you move or change an Outlook message, you update the "Modified" date attribute that is used by the archive program. Moved messages do not appear to the archive program as old as they were before the move, and may not be archived as soon as expected.

The Mailbox Cleanup Agent uses the "Created" date attribute, in this case a date older than the Modified date, to determine the message age, and may delete messages that are not yet archived.

RESOLUTION

Before running the Mailbox Cleanup Agent on a folder that contains messages moved from another folder, check the Modified date of the messages to see if they have been archived.

MORE INFORMATION

To Set AutoArchiving in Outlook

  1. On the Tools menu, click Options, and click the Other tab.
  2. Click AutoArchive, and click to select the AutoArchive Every <n> Days check box, and then specify the number of days.
  3. Complete the other AutoArchive options and click OK twice.

To Set AutoArchiving for a Specific Folder

  1. Right-click the folder.
  2. On the shortcut menu, click Properties.
  3. On the AutoArchive tab, click to select the "Clean out items older than" check box and set the timeframe.
  4. Complete the other AutoArchive options and click OK.

To Check a Message Modified Date

  1. Open the message.
  2. On the File menu, click Properties.

Exchange Mailbox Cleanup Agent

The server administrator runs the Exchange Mailbox Cleanup Agent on a frequency determined by the system defaults or as needed. The Mailbox Cleanup Agent is available for downloading in the Microsoft Exchange Resource Kit, at the following location:

http://www.microsoft.com/servers/

REFERENCES

For more information about AutoArchive, click Microsoft Outlook Help on the Help menu, type "Date used to archive items" the Office Assistant or Answer Wizard, and then click Search to view the topic.
Modification Type:MajorLast Reviewed:8/25/2006
Keywords:kbprb KB197337
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