Exclude the Exchange Online System folder called "Files" from Instant Search

Hi there,

As per my research from previous Q&As I learned that there is system folder named 'Files' in an Exchange Online environment. And I understand that this folder only exists if the mailbox migrated from another not-exchange mailbox.

We are using Office 365 Business Premium for sometime. One of my users has a problem with this Files folder. Normally this folder is hidden in both Outlook 2016 and OWA. But when the user runs a search, results from this folder is also shown.

In OWA, the messages shown with [UNKNOWN] tag and when you try to open, it is says it is located in Drafts folder(actually not).

In Outlook, In the messages pane, it says "This item has an active content".

Already tried:

- Quick/Full Repair of Office installations.

- tried x86/x64 installations.

- tried scanpst.exe.

- tried outlook switches

- tried rebuilding search index

- tried stop&disable Windows Search Service.

- tried creating a new mailbox profile

- tried cached mode/online mode

- tried cached mode's time period to cache.

none of them work.

Is there anyway to exclude this system folder from searches?

Or is it safe to delete this folder completely with MFCMapi?

Thank You,

Deniz

 

Question Info


Last updated November 5, 2018 Views 256 Applies to:

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Hello Deniz,

 

As there are many ways to migrate a mailbox to Exchange, please let me know how you migrate the mailbox. For example, use IMAP to migrate email.

 

Generally, we usually don’t suggest customers delete this Files folder. This is a system folder and may contains some important files. If you delete this folder, you may not be able to recover this folder.

 

To better help you, please capture some screenshots of what the search results show in OWA and Outlook client. Does the search result match what you want?  To protect your privacy, I have sent you a private message to collect them. Please click on the link below to access your Private Message : https://answers.microsoft.com/en-us/privatemessage/inbox

 

Feel free to contact us if there is any updates.

 

Regards,

Rick

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Hello Rick,

Thank You for your response.

Mailboxes were not migrated actually. Formerly, they were using their mailboxes in an Exchange 2007 SP3 environment. All clients backed up their mailboxes in Outlook(v2010/2013) to PSTs. And they created same ids in Exchange Online. All they did import their messages and other stuff from these PSTs again, in Outlook 365.

Search is working as expected, except these dummy messages from files folder. You may observe the results in the screenshots which I am going to send in a moment.

Regards,

Deniz

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Hello Deniz,

 

Thanks for your updates.

 

According to my test, the Files folder also exists in pure Exchange online mailbox. So I need to confirm with you:

1 . How many mailboxes are affected?

2 . Are the affected mailboxes are on pure cloud environment or they are pure on-premise mailboxes?

 

To make sure that the search results are from the Files folder, please put your mouse on the item, it will show where it is from. Please capture a screenshot of the results. You can see the following example:

 

 

Besides, please run the following PowerShell cmds to get the related information about the files folder and paste the full results via private message for further check:

1 . Follow the instructions in this article to connect to Exchange Online PowerShell.

2 . Run the following cmds: Get-MailboxFolderStatistics -Identity user@domain.com| Where {$_.Name -Match "Files"}

 

Feel free to contact us if there is any updates.

 

Regards,

Rick

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Hello Rick,

Thank You for your support.

1. Actually, since it is very hard to check all the mailboxes, my answer is "1" currently. Not all search results return such results. If there is an easier way, please share, I'll appreciate.

2. It was an Exchange 2007 SP3(upgraded time to time from RTM). And then they all moved to cloud. A hybrid environment was never used.

It was same way I realized there is a hidden system folder named 'Files'. And here is the screenshot, again in Turkish interface:

Geçerli Posta Kutusu --> Current Mailbox

Gelen Kutusu --> Inbox

Klasörde: Dosyalar --> In Folder: Files

(yok) --> (none)

Tümü --> All

<Bu öğe etkin içerik içeriyor... --> This item contains active content...

Also used MailboxStatistics command in PowerShell, the only difference is I searched for 'Dosyalar' instead of 'Files' since the mailbox localization is also in tr-TR.

I am going to share full results via PM, the followings are some parts of the results for archiving.

Name                              : Dosyalar
FolderPath                        : /Dosyalar

FolderType                        : Files
ContentFolder                     : True

RawContentMailboxGuid             :
Movable                           : False
RecoverableItemsFolder            : False
AssociatedIPMFolderPath           :
ContainerClass                    : IPF.Files
Flags                             : LargeOnPageThreshold
TargetQuota                       : System
StorageQuota                      : 20 GB (21,474,836,480 bytes)
StorageWarningQuota               : 20 GB (21,474,836,480 bytes)
VisibleItemsInFolder              : 35087
HiddenItemsInFolder               : 0
ItemsInFolder                     : 35087
DeletedItemsInFolder              : 0
FolderSize                        : 728.7 MB (764,057,666 bytes)
ItemsInFolderAndSubfolders        : 35087
DeletedItemsInFolderAndSubfolders : 0
FolderAndSubfolderSize            : 728.7 MB (764,057,666 bytes)
CurrentSchemaVersion              : 0.179
OldestItemReceivedDate            :
NewestItemReceivedDate            :
OldestDeletedItemReceivedDate     :
NewestDeletedItemReceivedDate     :
OldestItemLastModifiedDate        :
NewestItemLastModifiedDate        :
OldestDeletedItemLastModifiedDate :
NewestDeletedItemLastModifiedDate :
ManagedFolder                     :
DeletePolicy                      :
ArchivePolicy                     :
TopSubject                        :
TopSubjectSize                    : 0 B (0 bytes)
TopSubjectCount                   : 0
TopSubjectClass                   :
TopSubjectPath                    :
TopSubjectReceivedTime            :
TopSubjectFrom                    :
TopClientInfoForSubject           :
TopClientInfoCountForSubject      : 0
SearchFolders                     :
AuditAuxMailboxGuid               :
AuditFolderStubSize               :
LastMovedTimeStamp                :
LowLatencyContainerId             :
LowLatencyContainerFlags          :
LowLatencyContainerQuota          : Unlimited

IsValid                           : True
ObjectState                       : New

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Hello Deniz,

Sorry for the late reply. I was off-duty before. To help you further, I need to do more tests and consults on my side. If there is any updates, I will let you know in 3 days. 

Your patience and understanding is highly appreciated.

Regards,

Rick

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Hi Deniz,

 

Thanks for your information.

 

I have checked all cases and I’d like to collect your tenant information to check it with our related team. To protect your privacy, I have sent you a private message to collect them. Please click on the link below to access your Private Message:

 

https://answers.microsoft.com/en-us/privatemessage/inbox

 

About “One of my users has a problem with this Files folder.”, may I confirm whether only one user has the issue? I understand that it is hard for you to check all users if there are many users in your organization. If possible, can you check some other users?

 

Best Regards,

Erick

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Hello Rick,

No problem at all!

By the time, I informed all the users in the domain to check the problem's existance on each mailbox.

Thanks & Regards,

Deniz

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Hi Erick,

Thank you very much for being involved on my issue.

Up to now, 2 mailboxes were infected with the issue. still checking.

I shared the details as a private message.

UPDATE: I am getting responses from the users. Up to now, an additional 4 users have the issue. One of them is quite new mailbox, directly created in Office 365. In another 6 users, this issue does not exist.

I am trying to find a common thing between the users. 

Kind Regards,

Deniz

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Hi Deniz,

We have received the requested information via the PM. The behavior you reported is not what we commonly encounter. We have engaged the relevant team to continue to assist you with this.  You will be contacted via email for further troubleshooting. We will share the solution to the community once you confirm that this is resolved. Community members will benefit from your sharing.

Best Regards,
Erick

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Hi Erick,

I do not know if it is the right place to write. As you have told, someone from MSFT has reached me about the issue and he only advised me to create a filter in Outlook to exclude the results from the Files folder. I told him that this is a good example of a successful workaround but is not a solution or a fix. And also this method is not valid for OWA. My message was the last communication with that person. He never replied me back.

As time passes, I have discovered additional mailboxes that have this issue even in another domain and O365 subscription. I would like to ask you that is there progress with the issue?

Btw, there are some other workarounds with MFCMapi which looks like dangerous to me. Should I take these into consideration?

Thanks & Regards,

Deniz

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