Delete matching mail from all mailboxes
To delete mail across your domain, open Admin console › Manage Domain(s) › your domain › Domain Cleaner and stay on Live Domain Cleaner. Leave Email Address blank for all users, pick From Date and To Date, set Subject and Mark as, click Delete Mail, then confirm with Yes, Proceed. The job cannot be stopped or undone.
How to delete matching mail from all mailboxes
Where: Admin console › Manage Domain(s) › your domain › Domain Cleaner › Live Domain Cleaner
- Open Manage Domain(s), expand your domain and click Domain Cleaner.
- Stay on the Live Domain Cleaner tab.
- Pick From Date and To Date. For one user, type the Email Address, click the search icon and choose the folders.
- Optionally fill Subject and choose Mark as.
- Click Delete Mail, read the count in the box and click Yes, Proceed. You get an email when the job is done.
Options
| Option | What it does |
|---|---|
| Domain | Your domain. It is fixed and cannot be changed. |
| Email Address | One user's address. Leave it blank to clean every mailbox in the domain. You can type only the part before the at sign. Click the search icon next to it to check the address and load that user's folders. |
| Select Folder(s) | Appears after you check an address. Choose one or more folders, or Select All. At least one is required. For all users, no folder choice is shown. |
| From Date / To Date | The period of mail to delete, in day-month-year form. Future dates are refused, and From Date cannot be after To Date. Both are required. |
| Subject | Deletes only mail with this subject. Leave it empty to ignore the subject. |
| Mark as | All, Read or Unread mail. |
| Apply Retention Policy | Available only when your domain has a mail retention period set, and shows that period beside it. When ticked, the matching mail is moved to the archive instead of being deleted. |
| Delete Mail | Counts the matching mail and opens the confirmation. |
The confirmation
The box says how many mails will be deleted permanently between your dates, and for which user or for all users. It repeats that the process cannot be stopped or undone. Click Yes, Proceed to start or No to go back. If nothing matches, it says so and does not start.
After you proceed, Process Started Successfully appears. The cleaning runs in the background and you are notified by email once it finishes.
Example
A phishing mail with the subject "Invoice overdue" reaches every inbox at acme.in between 1 and 3 March. Rohit enters those dates, types the subject, leaves Email Address blank and clicks Delete Mail. The box shows the number of mails found. He clicks Yes, Proceed and gets an email when it is finished.
Good to know
- This cleans live mailboxes. To clear mail that has already been archived, use the Archived Domain Cleaner tab.
- After you start a clean-up for all users, the form is locked. Open Domain Cleaner again for another job.
- Only your own domain can be cleaned.
Common questions
Can I undo a clean-up?
No. The mails are deleted permanently and the job cannot be stopped once it starts. Back up important mailboxes first.
Why does it say there is no mail to delete?
Nothing matched your dates, folders, subject and read state. Widen them and try again.