Prompt on exit to empty deleted items folder "for all accounts" does not work?

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AlanBru

Member
Outlook version
Outlook 2010 32 bit
Email Account
Exchange Server
Hello,




Many of our users have Full-Access/Send-As rights on other mailboxes and have added them to their folder list (General - Advanced - Advanced - Add mailbox).




When they exit Outlook, they are prompted if they want to empty the deleted items folder "for all accounts". However, when they select Yes, it only empties the deleted items folder in their own mailbox. Right-clicking on all the other mailboxes' deleted items folder and choosing "empty" is too much trouble and they don't remember to do it every day anyway, so it becomes full.




Can anyone tell me:


1. what kind of accounts the "for all accounts" refers to? POP? IMAP?


2. is there any way to automatically empty all the deleted items folders on exit in this situation? We don't allow PST files so auto-archiving isn't an option. I want the users to manage deletions themselves so Exchange manage folders is out too. Otherwise I have to write a COM add-in.




Outlook 2010 with Exchange 2010.




Thanks,




- Alan.
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
Re: Prompt on exit to empty deleted items folder "for all accounts" does not w

For 'all accounts' is the accounts in the Account Settings list. This won't apply to managed or shared mailboxes.

Honestly, I'd set up a manage folders rule on exchange and have to clean these out as the messages age. It's less effort all the way around. You can configure it to remove aged mail, so messages would be recoverable. You can limit it to the shared mailboxes, but I would consider doing it to all mailboxes and disabling the option to delete on exit - that slows outlook down a lot on exit and can prevent it from closing properly.
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
Re: Prompt on exit to empty deleted items folder "for all accounts" does not w

For 'all accounts' is the accounts in the Account Settings list. This won't apply to managed or shared mailboxes.




Honestly, I'd set up a manage folders rule on exchange and have to clean these out as the messages age. It's less effort all the way around. You can configure it to remove aged mail, so messages would be recoverable. You can limit it to the shared mailboxes, but I would consider doing it to all mailboxes and disabling the option to delete on exit - that slows outlook down a lot on exit and can prevent it from closing properly.
 

AlanBru

Member
Outlook version
Outlook 2010 32 bit
Email Account
Exchange Server
Re: Prompt on exit to empty deleted items folder "for all accounts" does not w

Ok thanks for the clarification Diane. We use a third-party archiving system so managed folders aren't feasible. Deleting users' mail would not be acceptable anyway. You know how people keep messages in their Deleted Items folder ... :(
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
Re: Prompt on exit to empty deleted items folder "for all accounts" does not w

But... if they are emptying it on exit, they aren't using it as a filing cabinet.

I know how users like to file mail in the trash and I do my best to discourage it. The worst are the ones who archive their deleted mail, just in case they deleted something by mistake... I have an idea for a new reality show on the goofy cable networks - Email Horders. :)
 

AlanBru

Member
Outlook version
Outlook 2010 32 bit
Email Account
Exchange Server
Re: Prompt on exit to empty deleted items folder "for all accounts" does not w

We have the same GPO for everyone, they all get prompted to empty on exit. The ones who press "no" aren't the ones complaining ... :)
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
Re: Prompt on exit to empty deleted items folder "for all accounts" does not w

Ah. I still think it's worth switching to managed folders - especially since you are basically suggesting users empty the trash daily. If you use managed folders, the complainers can have 30 days to decide if they wrongly deleted something, then it can got into recovery for another 30 days. They'll learn not to use it for a filing cabinet. :) I recommend using no less than 7 days for deleted items, although if you choose to run it every weekend, then maybe 4 days, so everything deleted prior to Thursday is cleaned out - I like to give users at least a few days in case they accidently deleted something. (Which is partly why I don't like the empty on exit setting - plus it slows outlook down when exiting).

It's been awhile since I looked at the managed folder settings, but if you can apply it to groups or by attribute, you could exempt the complainers (who are often aka "the execs").
 
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