A question from a reader is often a good start to a useful discussion or to probe into a topic. Tim Read contacted me to discuss some problems he had with using the Search-Mailbox cmdlet (available in cloud and on-premises versions of Exchange). In this case, he was using Exchange 2013 CU5 and wanted to be able to search mailboxes for items that matched specific values for the sender, date, and subject attributes.
Apparently it was easy enough to run a search that found items that matched a combination of sender and subject but things got a little tricky when a date was thrown into the mix and not much joy was extracted from examples found on various sites.
Parser errors were reported when a date was specified, which indicated that the date was in a format unacceptable to Search-Mailbox. Some confusion arose on this point as it is natural to assume that search criteria have to be stated in KQL syntax because this is what is used by the Search Foundation, which provides the indexes that Exchange interrogates to perform mailbox searches.
However, the Search Foundation was only introduced in Exchange 2013 and code written for Exchange 2010 has to continue working on Exchange 2013 or in Office 365. The cmdlet therefore masks the change that occurred in the underlying search engines. Dates should be formatted like any other date consumed by Exchange according to the locale installed on the server. So 1 October 2014 is “1/10/1014” in Ireland or the U.K. or “10/1/2014” in the U.S. Alternatively, you can pass a date like “14-Oct-2014” in either locale.
Now that we understand how to format dates, we can construct a Search-Mailbox command to do the work. This example creates a collection of mailbox objects from a database and searches them for items sent by a user called “Ben Andrews” (the SMTP email address for the user can also be used) on 13-Oct-2014 with “Interesting” in the message subject. Items in the Recoverable Items folder structure are included in the search.
Get-Mailbox –Database VIP –ResultSize Unlimited | Search-Mailbox -TargetMailbox AdminSearchMailbox -TargetFolder “Search Results” -SearchQuery {Subject:"Interesting" AND From:"Ben Andrews" AND Sent:"10/13/2014"} -LogOnly -LogLevel Full –SearchDumpster
This command will create a log of the discovered items in the target folder in the target mailbox. No items are copied unless the –LogOnly switch is removed. If the command is then rerun, Exchange creates a folder named after the searched mailbox and date and time in the target folder and copies the discovered items there, placing them in sub-folders corresponding to the folders in the source mailbox.
Search-Mailbox is often to remove unwanted items that arrive into user mailboxes. This is done by adding the –DeleteContent switch to a command. Clearly you should not rush into removing content from mailboxes until you are absolutely sure that your command targets the correct items, which is one good reason to run a command with the –LogOnly switch before proceeding to delete anything.
Exchange protects administrators against themselves by requiring those who want to delete content to possess the special “Mailbox Import Export” Role-Based Access Control (RBAC) role. As the role name implies, it is designed to allow administrative access to user mailbox data to import data from PSTs or export items to PSTs. In this instance, it’s used because deleting content is obviously something that should be controlled.
If your account does not hold the role, you won’t see the –DeleteContent switch or be able to use it with the Search-Mailbox cmdlet. You can either create a new RBAC role group containing the role and assign it to the appropriate users or add the role to an existing role group, which means that any user that is already part of the group will be able to use the switch. For instance, here’s how to add the role to the Organization Management role group, which is what I did for my Office 365 tenant.
New-ManagementRoleAssignment -Name "Import Export_Organization Management" -SecurityGroup "Organization Management" -Role "Mailbox Import Export"
You have to create a new EMS session to pick up the RBAC amendments because RBAC only evaluates a user’s permissions when EMS initializes. Once EMS is ready, I can run a command like this to remove the offending content.
Get-Mailbox –Database VIP –ResultSize Unlimited | Search-Mailbox -TargetMailbox AdminSearchMailbox -TargetFolder “Search Results” -SearchQuery {Subject:"Interesting" AND From:"Ben Andrews" AND Sent:"10/13/2014"} -DeleteContent -LogLevel Full –SearchDumpster
So there you are… A reader query that led to some interesting consideration of a very useful command and its various switches. Hopefully this will help others who struggle with similar challenges.
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