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How to use Small Business Server 2003 Health Monitor to Alert you to Full Mailboxes

A problem I found occurring on a lot of my SBS networks, was users mailboxes were reaching their send/receive limit. It didn’t matter how often I told them to delete some old messages or use the archive feature – the users simply ignored the Mailbox warning messages until they hit their limit, and could no longer send or receive any email at all. This would usually happen about the time the MD was expecting the most important email he was ever going to receive in his life. Ever.

So what can we do about this – well rather than have your users call you up to complain their customers are having email rejected because mailboxes are too big, we can use Small Business Servers Health Monitor to alert us when a mailbox has reached capacity so we can alert the user and look extremely pro-active!.

Remember : You will have to phone them because there mailbox is full !

Before you start you should have run the ‘Monitoring and Reporting Wizard’ and set up Alert emails to be sent to your email address.

  1. From your SBS Server, open up an MMC. Click Start -> Run and type 'mmc'.
    How to use Small Business Server 2003 Health Monitor to Alert you to Full Mailboxes
  2. Click File, and Add/Remove Snap in
    How to use Small Business Server 2003 Health Monitor to Alert you to Full Mailboxes
  3. Click Add to open the list of tools, from the list find Health Monitor, and click Add.
    How to use Small Business Server 2003 Health Monitor to Alert you to Full Mailboxes
    How to use Small Business Server 2003 Health Monitor to Alert you to Full Mailboxes
  4. Click Close, and Click OK.
    How to use Small Business Server 2003 Health Monitor to Alert you to Full Mailboxes
    How to use Small Business Server 2003 Health Monitor to Alert you to Full Mailboxes
  5. Expand all the tree items until you can see Actions and Small Business Server Alerts.
    Note: Remember that this hive is not available if you did not configure Monitoring from the SBS Console.
    How to use Small Business Server 2003 Health Monitor to Alert you to Full Mailboxes
  6. Expand Small Business Server Alerts, and Right Click on Exchange Server Alerts – choose New > Data Collector > Windows Event Log Monitor.
    How to use Small Business Server 2003 Health Monitor to Alert you to Full Mailboxes
  7. Here we can choose which events we will monitor the event logs for.
    How to use Small Business Server 2003 Health Monitor to Alert you to Full Mailboxes
    Set the type to ‘Warning’
    Set ‘log file’ to Application
    Check the box for source and enter: MSExchangeIS
    Check the box for Category and enter: General
    Check the box for Event ID and enter: 8528
     
  8. Switch to the Action tab, and click the star button to set a new action, Action to execute is ‘send email with monitoring alert’ and set the execute condition to Warning and Critical.
    How to use Small Business Server 2003 Health Monitor to Alert you to Full Mailboxes
    How to use Small Business Server 2003 Health Monitor to Alert you to Full Mailboxes
    Note: If you do not see the option to send an email in the dropdown menu 'Action to execute' rerun the Monitoring wizard and choose to mail reports to a user. After that the 'Send email' option will show in the dropdown menu.
     
  9. Switch to the schedule tab, Set the collection days to all, set collection times to All Day, and collection interval to 1 minute. Leave the message tab on its default settings. Click Ok to save your new Data Collector.
    How to use Small Business Server 2003 Health Monitor to Alert you to Full Mailboxes
  10. The new data collector will display in the list as Event ID 8528 in Application Log – this may not be very useful to you, so we can right click this and click rename, and enter : Exchange Mailbox Overlimit.
    How to use Small Business Server 2003 Health Monitor to Alert you to Full Mailboxes

You will now be notified by email (to the address setup in the Monitoring and Reporting Wizard) when a user reaches their mailbox limit. You can then login to the server and take appropriate action – usually before the user has even noticed.

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