OL97: Running Clean Mailbox Agent Can Result in Lost Mail

ID: Q169503

• Microsoft Outlook 97

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 may delete messages that are not yet archived.

RESOULTION

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a folder that contains messages moved from another folder, check the Modified date of the messages to see if they have been archived.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.

2. On the AutoArchive tab, click to select the "AutoArchive every <n> days

   at startup" check box, and then specify the number of days.

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 Items Older Than and set the timeframe.

4. Complete the other AutoArchive options and click OK.

To Check a Message's 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. For more information about the installation and use of the Mailbox Cleanup Agent, please see the following article in the Microsoft Knowledge Base:

   ARTICLE-ID:  Q126519
   TITLE     :  XGEN: Tech Resource Kit: README (1 of 2)

   http://www.microsoft.com/exchange/reskit.htm

REFERENCES

For more information about archiving dates, please see the following article in the Microsoft Knowledge Base:

   ARTICLE-ID:  Q161808
   TITLE     :  OL97: Message Modification Date Determines Archive Date

Keywords          : kbpatch GnlAddin 
Version           : WINDOWS:97
Platform          : WINDOWS
Issue type        : kbprb

Last Reviewed: December 15, 1998