Mailbox quotas change based on Custom Attribute

  • Exchange 2010 / 2013 can be designed so, that multiple mailbox tiers can be placed within one database. In this case there is not easy way how to control mailbox limits for bigger companies. I wrote the script, which can help managing limits based on single value in Custom attribute 12.

How it works

  • Change custom attribute 12 for maiblox users to value Tier1, Tier2 ….Tier5
  • Plan to run the script on daily basis via task manager
  • Script will change the limits to correct values and check if the limits are still OK for existing mailboxes
  • If limits have changed for some reason. Script will set correct ones
  • For non existing value or deviated one: for example “Tier 1” the default tier will be set

What do you need to customize

  • Where to put report file (line 9)
  • Define tiers (Number for size, Unit for multiplier MB,GB etc)
  • You can specify unlimited value as well, unit value then is empty “”

Work left for service desk

  • Add tier info to CustomAttribute12 or leave it empty for default tier assignment
  • change CustomAttribute12 value once mailbox user requests change of mailbox limits

Script

 # Author: zbynek.salon@salonovi.cz
 # Version 3.0
 # Purpose: 1/ Changing limits based on tier value inside CustomAttribute12
 #
 #######################################################################################################################################################
 # Date and report definitions
 $dat = get-date | select day,month,year
 $date = "$($dat.day)_$($dat.month)_$($dat.year)"
 $file = "d:report_$date.txt"
 $report = "started at $($date) - Task 1/ Changing limits based on tier value inside CustomAttribute12"
 $report | out-file "$($file)" -width 2000000 -Append
 #######################################################################################################################################################
 # Tier definition W-Warning, S-ProhibitSend, R-ProhibitSendReceive, WU-Warning Unit, SU-Send Unit, RU-Receive Unit, TI - TierInfo
 $t = [PSCustomObject]@{
 T1 =[PSCustomObject]@{
 W="950"
 S="1024"
 R="1250"
 WU="MB"
 SU="MB"
 RU="MB"
 TI="Limit 1024MB"
 }
 T2 = [PSCustomObject]@{
 W="450"
 S="500"
 R="650"
 WU="MB"
 SU="MB"
 RU="MB"
 TI="Limit 500MB"
 }
 T3 = [PSCustomObject]@{
 W="130"
 S="150"
 R="200"
 WU="MB"
 SU="MB"
 RU="MB"
 TI="Limit 150MB"
 }
 T4 = [PSCustomObject]@{
 W="8192"
 S="10240"
 R="unlimited"
 WU="MB"
 SU="MB"
 RU=""
 TI="Business demand 8GB"
 }
 T5 = [PSCustomObject]@{
 W="2048"
 S="2548"
 R="3072"
 WU="MB"
 SU="MB"
 RU="MB"
 TI="Temporarily increased - for cleanup 2,5GB"
 }
 }
 #######################################################################################################################################################
 # Function
 function Limit ($mb,$ti,$rep){
 $res=0
 if ($mb.issuewarningquota.isunlimited -eq $true)
 {
 if ("unlimited" -ne $ti.w){$res=1}
 }
 else{
 if ($mb.issuewarningquota.value.toMB() -ne $ti.w){$res=1}
 }
 if ($mb.prohibitsendquota.isunlimited -eq $true)
 {
 if ("unlimited" -ne $ti.s){$res=1}
 }
 else{
 if ($mb.prohibitsendquota.value.toMB() -ne $ti.s){$res=1}
 }
 if ($mb.prohibitsendreceivequota.isunlimited -eq $true)
 {
 if ("unlimited" -ne $ti.r){$res=1}
 }
 else{
 if ($mb.prohibitsendreceivequota.value.toMB() -ne $ti.r){$res=1}
 }
 if ($res -eq 1){
 Write-Host "$($ti.TI)"
 $report = "$($mb.alias);$($mb.ExchangeGuid);$($mb.customattribute12);$($mb.issuewarningquota);$($mb.prohibitsendquota);$($mb.prohibitsendreceivequota);Will be set to correct limits"
 $report | out-file "$($rep)" -width 2000000 -Append
 set-mailbox "$($mb.exchangeguid)" -usedatabasequotadefaults $false -Prohibitsendquota "$($ti.s)$($ti.SU)" -prohibitsendreceivequota "$($ti.r)$($ti.RU)" -issuewarningquota "$($ti.w)$($ti.WU)"
 }
 else{
 Write-Host "$($ti.TI)"
 $report = "$($mb.alias);$($mb.ExchangeGuid);$($mb.customattribute12);$($mb.issuewarningquota);$($mb.prohibitsendquota);$($mb.prohibitsendreceivequota);Mailbox OK"
 $report | out-file "$($rep)" -width 2000000 -Append
 }
 }
########################################################################################################################################
 # Main program
 $a = $null
 $a = @()
 $a += get-mailbox -resultsize unlimited | select *quota*,customattribute12,alias,Exchangeguid
 foreach ($line in $a){
 if ($line.exchangeguid -ne $null){
 $tier=$null
 switch ($line.customattribute12) {
 "Tier1"{
 $tier = $t.t1
 Limit $line $tier $file
 }
 "Tier2"{
 $tier = $t.t2
 Limit $line $tier $file
 }
 "Tier3"{
 $tier = $t.t3
 Limit $line $tier $file
 }
 "Tier4"{
 $tier = $t.t4
 Limit $line $tier $file
 }
 "Tier5"{
 $tier = $t.t5
 Limit $line $tier $file
 }
 "$null"{
 $tier = $t.t3
 Limit $line $tier $file
 }
 default{
 $tier = $t.t3
 Limit $line $tier $file
 }
 }
 }
 }

Exchange 2010 – How to check mailbox limits

Mailbox limits can be checked through cmdlet Get-MailboxStatistics

We can also calculate mailbox sizes based on a database as can be seen in article: How to Calculate Exchange 2010 Mailbox Sizes with PowerShell

  • Get-Mailbox -Database DB01 | Get-MailboxStatistics | ft displayname,totaldeleteditemsize,totalitemsize
  • Get-Mailbox -Database DB01 | Get-MailboxStatistics | %{$_.TotalItemSize.Value.ToMB()} | Measure-Object -sum -average -max -min

Quotas on mailbox/database can be checked:

  • Get-MailboxDatabase DB01 | fl *quota*
  • Get-Mailbox "TestUser" | fl *quota*

Be careful: Items in the “dumpster/recover deleted items” do not count against database limits.

Exchange Server Forums: Dumpster count towards the mailbox Quota/Size

Understanding Recoverable Items

The Recoverable Items folder contains the following subfolders:

  • Deletions – This subfolder contains all items deleted from the Deleted Items folder. (In Outlook, you can soft delete an item by pressing Shift+Delete.) This subfolder is exposed to users through the Recover Deleted Items feature in Outlook and Outlook Web App.
  • Versions – If either litigation hold or single item recovery is enabled, this subfolder contains the original and modified copies of the deleted items. This folder isn’t visible to end users.
  • Purges – If either litigation hold or single item recovery is enabled, this subfolder contains all items that are hard deleted. This folder isn’t visible to end users.
  • Audits – If mailbox audit logging is enabled for a mailbox, this subfolder contains the audit log entries.


XADM: Understanding Deleted Item Retention and Message Deletion
Process

XCLN: Understanding Deleted Item Recovery

Outlook – Tips For Cleaning Up Your Mailbox