Be alerted of upcoming full executive mailboxes

It is a good idea to keep mailbox size limits on your on-premises Exchange Servers for a few reasons:

- Preventing "mail storms" from running your databases storage out of disk space.
- Being able to control the maximum desired size of the mailbox databases.
- No mailbox limit means that nothing is get deleted and the Exchange becomes a document storage.

However, there are always those important management users that you don't want to allow them to run out of mailbox space.
A full mailbox in those cases may mean that a very important Email will not be received and your job will be on the line (and no one will care that the executive assistant disregarded all of those mailbox storage space warning messages even weeks before the mailbox clogged up).

So what can be done ?
Create a script to notify you of those mailboxes that are about to run out of space !The script that can be run daily will give you the option to either enlarge the mailbox or notify the user to archive or delete unneeded Emails.
Do not wait for the last moment as changing a mailbox size can take up to 2 hours go into effect:
Mailbox Size Limits Are Not Enforced in a Reasonable Period of Time


Here are the steps to make your notification script:

1. Set specific per-mailbox quota for executive mailboxes.
First, set up a mailbox quota for each user, letting go of the default database quota settings.
Keep those setting alive... but configure specific mailbox limit for each one of those mailboxes because you know that when the time comes you will need to change it anyway.

2. Set a way to distinguish between executive and none executive user mailboxes.
In order for the script to notify you about executive users only, you should set up a way to distinguish between executive and non-executive mailboxes.
One way (that I use in the script) is to gather all executive mailboxes into specific database / databases.
Another way is to assign a specific value in AD for executive users which you could query to gather all the executive mailboxes from all the Exchange databases.

for example:
$VIPList = get-mailboxdatabase *vip* | get-mailbox -ResultSize unlimited
Gets all mailboxes located on databases who's name contains the word VIP
Note ! My script uses this method so make sure to modify the script if needed !!! 

$VIPList = get-mailbox -ResultSize unlimited | where {$_.CustomAttribute10 -like "Executive"}
Gets all mailboxes with the value "Executive" in CustomAttribute10.

Of course you can use any desired attribute and any desired value to distinguish the executive mailboxes.

3. Select who will be notified
You may be the one who makes the decisions what actions to take when the reports arrive, or you may want your Help Desk to handle this task, so you need to decide who's Email the script will use (you can always assign multiple Email addresses).

4. Which SMTP server to use in order to route the mail
Nothing special here. You need an SMTP server (hub transport or other) to sent the notification Email.

Download the script here

The script assumes the executive databases are named with VIP in the database name.
You MUST change to your own search convention as stated above.
Also change the following parameters:

$SMTPServer = "192.168.1.2"
$ReportExceedingPrecentage = "94"
$ReportSender = "ExchangeServer@Mydomain.com"
$ReportRecipients = "HelpDesk@Mydomain.com","Me@Mydomain.com"

$SavedReportFilePath = "C:\LargeVIPMailboxes-$date.html"

Keep the $date.html at the end so the file will be saved with the date of creation.

This is how the report should look.
Just make sure to schedule the script for a daily run.
For assistance with creating a batch file for scheduling see my article

Load Powershell Addins in your scripts