Microsoft Copilot
Take control of Exchange mailboxes
Rencore inventories Exchange user and shared mailboxes with their storage, quota and last activity, and relates each one to its Entra ID user. Policies flag the inactive, the nearly full and the exposed ones, so you find them by rule instead of by ticket.
Exchange mailboxes pile up with no owner and no lifecycle
The questions are the ones you already ask of a Team or a SharePoint site: who owns it, who has access, is it still used, and what happens when it fills up.
Who owns it
Shared mailboxes and the mailboxes of people who left collect over the years. Nobody can say who answers for them.
Who can reach it
Delegates, calendar permissions and folder permissions decide who reads a mailbox. A folder granted to Default or Anonymous shares calendar or inbox content widely.
Whether it is still used
A mailbox with no recent send or read activity still holds a licence and still holds data.
Whether it is about to fill up
A mailbox above 80% of its prohibit-send quota will soon be unable to send mail. Without a rule, you hear about it from the user.
What Rencore sees and does in Exchange
Every mailbox in one inventory, related to its user
Rencore scans Exchange mailboxes and relates each one to its Entra ID user, or to the deleted user when the account is gone. The mailbox sits in the same inventory as the Teams, sites and OneDrives of the same people.
- User mailboxes and shared mailboxes as separate segments
- Storage used, quota values with the percentage reached, last activity date, archive flag and send, receive and read counts
- More than 20 Exchange object types, among them redirect rules, transport rules, calendar permissions, mailbox delegates and mailbox folder permissions
- Scanned monthly by default, with daily, weekly, bi-weekly or never as options. Findings are as fresh as the last scan
- In a test tenant on 13 October 2026, the mailbox inventory matched the Exchange admin center
Policies for inactive, over-quota and exposed mailboxes
Each finding is a policy with a severity, a category and a trend, so you rank mailboxes by risk and show an auditor that the control is running.
- Inactive mailboxes, and mailboxes with no activity date at all. Recently active mailboxes are left out
- Mailboxes near storage quota: more than 80% of the prohibit-send quota used, rated High under Operation
- Mailbox folders shared with Default or Anonymous, rated High under Security
- A dashboard tile for mailboxes with external redirect rules, rated High under Security
Notify owners and reclaim licences from a policy
An automation can run when a policy finds a violation, on a schedule or by hand, and it can ask for an approval before it acts. Notification and licence removal exist for mailboxes.
- Triggers: on policy violation, on a schedule over a policy or an inventory object, or manually
- A policy-triggered automation repeats after each scan until the violation is resolved, unless a run is still in progress
- Mailbox properties such as the display name, email and storage used are available as placeholders in the notification text
- Delegate inventory has to be enabled before delegates show up in the inventory
Where Exchange coverage stops
What Rencore does with mailboxes today, and what stays in Exchange.
No convert to shared
Rencore cannot convert a mailbox to a shared mailbox. You find the mailbox in Rencore and make the change in Exchange.
Delegates are listed, not removed
Delegates and folder permissions are inventoried. Rencore has no action that removes a delegate.
No quota or inbox rule changes
Quota values and inbox rules are read and reported. Rencore does not change them.
Scan-based, not real time
Rencore detects and reports from scans, and does not block mail flow or sit in the path of a message.
Digital Workplace
Microsoft 365
One inventory of users, groups, apps and every governed object across Microsoft 365, with policies for ownership, lifecycle, cost and compliance.
View the Microsoft 365 connectorTeams
Automate Teams lifecycle, control guest access and enforce governance policies from one central inventory.
View the Teams connectorSharePoint
Discover and monitor SharePoint sites, users and files, with policies and automation for access, lifecycle and storage.
View the SharePoint connector
OneDrive
Inventory every OneDrive with its owner, quota and sharing, and find external sharing, leavers' drives and full drives by policy.
View the OneDrive connector
Planner
Inventory Planner plans and tasks with their owners, members and groups, related to Entra ID users, and provision Planner boards from templates.
View the Planner connectorViva Engage
Inventory Viva Engage communities with owners, members and activity, joined to their Microsoft 365 group and SharePoint site.
View the Viva Engage connector
Entra ID
Discover app registrations, catch expiring secrets and certificates, and see which unowned apps hold SharePoint or Graph permissions.
View the Entra ID connectorExchange questions, answered
What does Rencore inventory in Exchange?
User and shared mailboxes with their storage, quota values, last activity date, archive flag and mail counts, each related to its Entra ID user. Beyond mailboxes, the inventory covers more than 20 Exchange object types, among them redirect rules, transport rules, calendar permissions, mailbox delegates and mailbox folder permissions.
Does Rencore read the mail in our mailboxes?
No field of the Rencore mailbox object holds message content. The object holds sizes, item counts, quota values, dates, the archive flag and send, receive and read counts, plus the relation to the user.
Can Rencore convert a mailbox to shared or remove delegates?
No. Converting a mailbox to a shared mailbox, removing delegates, changing quotas and editing inbox rules are not part of Rencore today. Rencore finds the mailbox and tells the responsible people, and the change itself stays in Exchange. The actions that exist for mailboxes are notification and licence removal.
Does the Exchange admin center already cover this?
It covers mailboxes, and in a test tenant on 13 October 2026 the Rencore mailbox inventory matched it. It is where you change a mailbox, and Rencore does not replace it. What Rencore adds is a policy for each finding, with a severity and a trend, a relation of every mailbox to its Entra ID user, and automations that notify owners, all next to Teams, SharePoint and OneDrive in one control plane.
How is Exchange coverage licensed?
Exchange is part of the Digital Workplace module, together with Teams, SharePoint, OneDrive, Viva Engage, Planner and Entra ID. The pricing page has the full plan comparison.