Rule description
This rule queries the matching Microsoft 365 user accounts and mailboxes then applies the Microsoft 365 mailbox settings defined in the Action section of this rule.
When to use this rule
Use this rule when you need to apply mailbox settings to newly created Microsoft 365 user accounts.
Rule Settings
Query Section
| Setting name | Description |
|---|---|
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General Settings |
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Account status |
Select user account status: enabled, disabled, or both. |
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Filter |
To hide unwanted data returned by the query, select the filtering conditions. Example: Find all users with E1 plan assigned {$_.Licenses.AccountSkuId -match "STANDARDPACK"}
You can find out the license plan ID in the cache file on the machine where the Cayosoft service is installed: C:\ProgramData\Cayo Software\AdminAssistant\ItemCache\O365LicenseDefCache.xml This XML file contains friendly names of plans and their IDs. |
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Query Filters |
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Display Name/E-mail starts with |
Specify the first letters of Name or Email attributes. |
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Filter by Title Filter by Department Filter by City Filter by State Filter by Country Filter by Usage Location |
Specify the value of the corresponding attributes.
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More options |
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Properties to Display |
To display additional Microsoft 365 properties for each object found by the query, add those properties to the list. |
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Sort by |
Sort result objects list. |
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Limit query for Office 365
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The maximum number of users returned from Microsoft 365 by default is 2000. Tip: It is possible to change the default value in the Microsoft Microsoft 365 extension settings.
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Initialization Script |
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Script |
Usually, rules use query criteria to limit the query search scope. It improves the performance of the executed rule. Due to PowerShell limitations, it is not possible to use calculated expressions in query criteria. That is the point where the initialization script can help. You can initialize a global variable in this setting and then use it in query criteria. Example: Update AD users, created in the last ten days.
{$global:DatePeriod = (Get-Date).AddDays(-10)} 2. Use $DatePeriod variable in query criteria builder |
Action Section
| Setting name | Description* |
|---|---|
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Wait for Microsoft Mailbox creation (minutes)
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Within a specified timeframe, the rule would periodically check whether the Microsoft Platform completed the creation of the user mailbox after a corresponding Microsoft 365 license was assigned. If a mailbox is not created within the defined period, a timeout error is reported to the client. |
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Hide from GAL
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Specify whether this recipient is visible in address lists. |
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Mailbox Size Limits
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Maximum size of a message sent
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Specify the maximum size of a message that can be sent by the mailbox. Provide an integer value, qualified with one of the following units:
The default value is 35840 KB |
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Maximum size of a message received
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Specify the maximum size of a message that can be sent to the mailbox. Messages larger than the maximum size are rejected. Provide an integer value, qualified with one of the following units:
The default value is 35840 KB |
| Retention and Archival | |
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Enable in-place archive |
Select Yes to create an in-place archive mailbox. |
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Retention policy |
Select the retention policy enabled for your organization. |
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Length of time to keep soft-deleted items
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Specify the length of time to keep soft-deleted items for the mailbox. Soft-deleted items are items that have been deleted by using such methods as deleting items from the Deleted Items folder or using Shift + Delete. To specify a value, enter it as a time span: dd.hh:mm:ss where dd = days, hh = hours, mm = minutes, and ss = seconds. The default value is 14 days (14.00:00:00). In Microsoft 365, you can increase the value to a maximum of 30 days. |
| Litigation hold | |
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Enable Litigation Hold |
Specify Yes to place the mailbox on litigation hold. Specify No to disable the Litigation Hold. After a mailbox is placed on litigation hold, messages can't be deleted from the mailbox. Deleted items and all versions of changed items are retained in the Recoverable Items folder. Items that are purged from the dumpster are also retained and the items are held indefinitely. If you enable litigation hold, single-item recovery quotas aren't applied. |
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Litigation hold duration (days) |
Specify the number of days the mailbox items are held if the mailbox is placed on litigation hold. The duration is calculated from the date a mailbox item is received or created. |
| Enable In-place Hold | Specify Yes to set an In-Place Hold on mailbox items. Specify No to disable an In-Place Hold. |
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Enable In-place Hold duration (days)
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Specify the number of days for the In-Place Hold on the mailbox items. The duration is calculated from the time the item is received or created in the mailbox. |
| Regional Settings | |
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Language
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Specify the language preferences for this mailbox. Several Exchange components display information to a mailbox user in the preferred language if that language is supported. Some of those components include quota messages, non-delivery reports (NDRs), the Outlook on the web user interface, and Unified Messaging (UM) voice prompts. |
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Time Zone
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Specify the time zone for the mailbox. A valid value for this parameter is a supported time zone key name (for example, "Pacific Standard Time"). |
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Date Format
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Specify the date format string. For example, if the language is set to en-US, valid DateFormat parameter values include:
For more information about the date format strings, see Standard Date and Time Format Strings (https://go.microsoft.com/fwlink/p/?LinkId=784852). Tip: The specified date format should be valid for the current or specified language for the mailbox. |
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Time Format
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Specify the time format based on the current or specified language value for the mailbox. For example, if the language is set to en-us, valid TimeFormat parameter values include:
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Wait before applying regional settings (seconds) |
Specify the number of seconds to wait before applying regional settings for the created mailbox. |
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Mailbox Auditing |
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Enable Auditing
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Specify Yes to enable mailbox audit logging and No to disable audit logging for the mailbox. If auditing is enabled, actions specified in the following parameters are logged: Mailbox operations to log for the mailbox (AuditOwner), Mailbox operations to log for the mailbox (AuditDelegate), and Mailbox operations to log for the mailbox (AuditAdmin). |
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Maximum age of audit log
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Specify the maximum age of audit log entries for the mailbox. Log entries older than the specified value are removed. The default value is 14 days (14.00:00:00). To specify a value, enter it as a time span: dd.hh:mm:ss where dd = days, hh = hours, mm = minutes, and ss = seconds. Setting this parameter to the value 00:00:00 removes all audit log entries for the mailbox. The entries are removed the next time the Managed Folder Assistant processes the mailbox. |
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Mailbox operations to log for mailbox (AuditOwner) Mailbox operations to log for mailbox (AuditDelegate) Mailbox operations to log for mailbox (AuditAdmin) |
Select the mailbox operations from the list to log as part of mailbox auditing logging for mailbox owners, delegate users, and administrators respectively.
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Email Connectivity |
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Disable MAPI Disable POP3 Disable IMAP4 Disable Exchange ActiveSync Disable OWA Disable OWA for Devices |
Specify these settings to enable or disable access to the mailbox by using the corresponding protocol clients. You can add any required operation manually without using a picker. Use a comma as a delimiter. |
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OWA mailbox policy ActiveSync mailbox policy |
Select from the list or specify the name of the corresponding Exchange policy. |
| Outlook settings | |
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Focused Inbox
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Enable or disable Focused Inbox for the mailbox. Focused Inbox is a replacement for Clutter that separates the Inbox into the Focused and Other tabs in Outlook on the web and newer versions of Outlook.
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Reply all is the default response for messages |
Specify Yes to set Reply All as the default response for messages in Outlook on the web. |
| Junk Email |
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Enable junk email rule |
Specify if the junk email rule should be enabled. |
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Treat contacts as trusted |
Specify if contacts should be treated as trusted. |
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Don't trust email outside safe senders list |
In addition to Safe Senders and Recipients and Blocked Senders, you can use this setting to treat all email as junk unless it comes from someone included in your Safe Senders and Recipients list |
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Add to Safe Senders List |
Safe senders are domains and people whose email you don’t want diverting to your Junk Email folder. Add senders you trust and recipients that you don't want to block to this list. |
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Add to Blocked Senders List |
Blocked senders are domains and people you don't want to receive email messages from. Messages received from any email address or domain in your blocked senders' list are sent directly to your Junk Email folder. |
* Certain details and information for the settings are taken from Microsoft Docs.
Output Section
This section defines the output format of this rule.
To get more information about this section, please see the Output section article.
Enforce/Schedule section
This section defines the schedule for how often to run the rule.
To get more information about this section, please see the Enforce/Schedule section article.
Change History
| Version | Notes |
|---|---|
| 9.3.0 | The Initialization script section has been added. |
| 9.1.0 | The Junk Email section has been added. |
| 7.1.0 | The clutter setting has been deprecated. |
| 6.3.1 | The rule has been introduced in the product. |
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