Q178844: XADM: How to Generate Reports on Mailbox Resources

Article: Q178844
Product(s): Microsoft Exchange
Version(s): 4.0,5.0,5.5
Operating System(s): 
Keyword(s): kbusage
Last Modified: 18-NOV-2000

-------------------------------------------------------------------------------
The information in this article applies to:

- Microsoft Exchange Server, versions 4.0, 5.0, 5.5 
-------------------------------------------------------------------------------

SUMMARY
=======

The Microsoft Exchange Administrator program, version 5.5, can export mailbox or
public folder resource reports to a .CSV file. The version 5.5 Administrator
program has this capability even when run against Exchange 4.0 or 5.0 Servers.

Mailbox and public folder resource usage, including total number of messages and
message size per mailbox or folder, are displayed in the Administrator program
at:

  Configuration, Servers, <Servername>, Private Information Store,
  Mailbox Resources

and

  Configuration, Servers, <Servername>, Public Information Store, Public
  Folder Resources

Prior to version 5.5, Exchange Server relied on Crystal Reports to provide such
reporting. This article explains both how to use either Crystal Reports or the
version 5.5 Exchange Administrator program to generate resource reports.

MORE INFORMATION
================

To generate a report in Exchange Server 5.5 through the Administrator program,
do the following:

NOTE: If you start Exchange Server in Raw mode, these steps do not work.

1. In the Administrator program, go to Servers, Servername, and open the Mailbox
  Resources window for the server.

2. Highlight an entry on the right side of the screen.

3. Select "Save Window Contents" from the File menu. After this information is
  saved to a file, that file can be manipulated with a database or spreadsheet
  program to generate custom reports.

Crystal Reports must be installed from the Microsoft BackOffice 97 Resource Kit.
It is located in the Exchange\winnt\I386\Admin\Crystal directory. To install it,
double-click on the CRWINTEL installation icon.

To generate a report on the mailbox resources in use by a particular server from
Crystal Reports, do the following:

1. Run CRW32 from the directory where you installed the application.

2. Select File/New/Standard Expert from the menu bar.

3. Click Exchange Data at the Step 1 prompt "Choose data to report on."

4. The Log On Server box will appear. Select Mailbox Admin and click OK.

5. The Logon to Exchange Servers box will appear. Click Select Servers, and
  select the server to be reported on.

6. Click Select Profiles, and select a profile to be used. This profile must
  have the permissions to access this information.

7. Click Done.

8. In the Choose SQL Table window, the Mailbox Admin Table should be
  highlighted. Click Add.

9. Click Done.

10. Click Next.

11. From Property Fields, double-click Mailbox and Total Message Size (Byte).

12. Click Next.

13. In Report Fields:, the Admin Table: Mailbox should be selected. Click Add.

14. Click Next three more times. On the Style tab, enter the Title of the
  report.

15. Click Preview Report.

16. Select File/Print Preview from the menu. The following message will be
  displayed:

  This program is a limited version of Crystal Reports. To generate
  reports on multiple servers, please contact Crystal Reports for the
  latest "Full" version and instructions on how to generate the
  reports.

Additional query words: export public folder message size limits

======================================================================
Keywords          : kbusage 
Technology        : kbExchangeSearch kbExchange500 kbExchange550 kbExchange400 kbZNotKeyword2
Version           : :4.0,5.0,5.5
Issue type        : kbhowto

=============================================================================

THE INFORMATION PROVIDED IN THE MICROSOFT KNOWLEDGE BASE IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND. MICROSOFT DISCLAIMS ALL WARRANTIES, EITHER EXPRESS OR IMPLIED, INCLUDING THE WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL MICROSOFT CORPORATION OR ITS SUPPLIERS BE LIABLE FOR ANY DAMAGES WHATSOEVER INCLUDING DIRECT, INDIRECT, INCIDENTAL, CONSEQUENTIAL, LOSS OF BUSINESS PROFITS OR SPECIAL DAMAGES, EVEN IF MICROSOFT CORPORATION OR ITS SUPPLIERS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES SO THE FOREGOING LIMITATION MAY NOT APPLY.

Copyright Microsoft Corporation 1986-2002.