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We have an Exchange 2016 on-prem / Hybrid environment. However we have not yet moved production mailboxes to 365. 1. In preparation for moving to 365, we have many large mailboxes that we need to reduce the size of due to 365 100GB limitation. 2. We have a Retention Policy but that only applies to INBOX, SENT, and DELETED. Users know this and simply create a folder outside the Inbox and move all their emails there. To reduce current mailboxes I'm thinking of proposing to add to the current retention policy that applies to everything outside the Inbox, Sent, and Deleted; i.e. 3 years. Give ample notice so users can start filing emails, and save attachments. ...

I’m looking for a solution to help manage which systems can relay emails off of Exchange. Currently for these systems to send email, i have to add their IP to the receive connector of every Exchange server, and remove them when that system is no longer in use; very cumbersome. By inserting an email appliance between these systems and the Exchange servers, i not only can scan each email before they get to Exchange, but the receive connectors will be much more manageable as we only have to add the appliance IP. Any suggestions?