OL98: (CW) Running Clean Mailbox Agent Can Result in Lost Mail

ID: Q181324

The information in this article applies to:
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a folder that contains messages moved from another folder, check the Modified date of the messages to see if they have been archived.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.


For more information about AutoArchive, type "archive" in the Office Assistant, click Search, and then click to view "Date used to archive items."

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:
Q126519 XGEN: Tech Resource Kit: README (1 of 2)
The Mailbox Cleanup Agent is available for downloading in the Microsoft Exchange Resource Kit, at the following location:
http://www.microsoft.com/backoffice/downloads/
NOTE: Because the Microsoft Web site is constantly updated, the site address may change without notice. If this occurs, link to the Microsoft home page at the following address:
http://www.microsoft.com/

Additional query words: 


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

Last Reviewed: August 2, 1999