GSX Blog

Product Tips: How To Manage Deprecated Mailbox in one click?

Posted by Meryll Moreau on Tue, Sep 15, 2015

Creating mailboxes for new employees or shared mailboxes can quickly become a storage problem; as messages pour in and start to pile up, huge quantities of data storage space are consumed. These deprecated mailboxes also can pose security threats, such as containing emails with malicious code that don’t even need people to be executed. If you are running on a limited number of Office 365 licenses, deprecated mailboxes could take up spots which you could be giving to new employees to maximize your company’s productivity.

For your business to run smoothly, you need as much mailbox storage as possible for the lowest cost possible, and enough Office 365 licenses for your entire staff. Moreover, you have sensitive information that needs to be protected so security has to be tight, too. As an administrator, you could address these issues by writing PowerShell scripts in order to retrieve the list of mailboxes which have been unused in the past 90 days, along with the licenses associated with them. But, this kind of script needs to be run often and well maintained.

However, these solutions take up time and energy. Maintaining lists like that can be confusing, quite complicated, and a lot of work—especially if you don’t have experience with writing powershell script. That’s where GSX comes in. Conditional Spot Check Reports on Exchange Mailboxes (both on-premises and in the cloud) alleviate some pressure from administrators by running a report every week on the deprecated mailboxes in a click of a button.

Step 1: Getting Started

First select the type of report you want from the drop down menu

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Step 2: Set up your conditions and filters criterias

Deprecated mailbox lists can be set based on any parameters you choose, such as last log-in date or disconnected mailboxes.

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Step 3: Analyze and act based on real-time metrics

This list will arrive directly in your inbox weekly based on the criterias you've chosen. It is straightforward and very usefull to pinpoint mailboxes that are no longer in use, using bandwith and storage for nothing.
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After a quick check with HR or the actual users in question, you will be able to make management decisions about those mailboxes (either removing them or keeping them active), and thus, save storage space and recycle licenses to new employees or teams.


As an administrator, you have a lot of important duties to fulfill. Don’t waste time trying to figure out where your deadweight is. GSX Solutions does the heavy lifting for you so that you don’t have to.

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Manage deprecated Mailbox in few clicks

Try it now and set the report your need to reduce your storage cost

 


 

Tags: Cloud, Office365, Exchange Online, Product tips, Monitoring cloud, Deprecated Mailbox, Storage