Former Employee Mailboxes
This is a 2 part question: 1. What is the legal requirement for keeping former employees mailboxes? 2. How do you remove them from the Global Address List without deleting the account? I was thinking of maybe creating a mailbox database called "Former Employees" and mounting it long enough to move the mailboxes to it and then dismounting it to prevent the names from showing up in the Global Address Book. Thoughts? Thank you!
August 17th, 2010 12:17am

1. That should be something your legal department and HR needs to decide. 2. You coould always just hide them from the GAL if that is the goal. No one here can answer the legal questions for you. That depends on the country, industry, applicable laws etc...
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August 17th, 2010 1:28am

On Mon, 16 Aug 2010 21:17:43 +0000, Indycouse wrote: >This is a 2 part question: > >1. What is the legal requirement for keeping former employees mailboxes? As any lawyer would say, "that depends." And it's advice that should be given by your HR folks, your legal folks, your business folks, and anyone else that might have a vested interest in either keeping or removing those mailboxes. >2. How do you remove them from the Global Address List without deleting the account? Hide them from the GAL? >I was thinking of maybe creating a mailbox database called "Former Employees" and mounting it long enough to move the mailboxes to it and then dismounting it to prevent the names from showing up in the Global Address Book. The GAL is just a view of the AD exposed through the NSPI (Name Services Provider Interface). Whether the mailbox database is mounted or not has no effect on what's visible in the GAL. --- Rich Matheisen MCSE+I, Exchange MVP --- Rich Matheisen MCSE+I, Exchange MVP
August 17th, 2010 5:47am

Hi Indycouse, For your first question, it’s a problem about low. You can ask legal adviser for help. For the next question, you provide a way to solve this problem, but that method may not help you. Because the GAL is view of the AD. Whether the mailbox database is mounted or not has no effect on what’s visible in the GAL. For this issue, you can follow this way to achieve the goal (configure it on your DC): Start->Administrative Tools->Active Directory Users and Computers->Select the user who you want to remove from the GAL->Properties->Exchange Advanced->Chose Hide from Exchange address lists->Apply->Ok If you have any other problems, please let me know and I will be glad to help you. Thank you, Tyler
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August 17th, 2010 2:04pm

Tyler - I looked at my Active Directory Users and Computers and the Properties of the user to remove. I did not see the Exchange Advanced option on my tabs or under any of the others. We are using Windows Server 2003 Standard Edition SP1. Is that option available in a Service Pack update or a newer version of Windows Server? At this point it is more of an annoyance to scroll past all of the ex-employees. I would settle for a breakdown of the command line in Exchange Management Shell to do it manually since it doesn't have to be done immediately. Thanks to all for the input Sean
August 17th, 2010 5:26pm

What version of Exchange are you using? (Sounds like 2007) If so, then you can not manage the mail-enabled attributes via ADUC - only via the Exchange tools.
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August 17th, 2010 7:00pm

We are using Exchange 2007 SP2. I found the little checkbox to hide users from address lists on the properties page for each individual user. They are now hidden. Hopefully someone else will see this and use the info. Thanks to all who replied! Sean
August 17th, 2010 8:23pm

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