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removing a person

ststst
ststst asked
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Last Modified: 2010-04-08
What is the best strategy in saving emails for a user that is no longer in the company?  If the user profile is disabled or even deleted, how can their Exchange mailbox be saved and accessible for the admins?

We are running Exchange 2000.

Thanks for your help.

ST

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Top Expert 2007

Commented:
Hi ststst,
I would have to say, set up a rule within Rules Wizard to forward a message to another mailbox and then process that rule on all items already within the inbox...(either that, or you're saving each message individually, or worse, as a single group).

On the receiving end, you could also set up a rule that would take all incoming messages by that particular user and move them into a different folder (of a seperate PST) - that way it won't impact the size of the recipient's mailbox...
~sirbounty

Commented:
May also want to think about just running a forward, as sirbounty previously mentioned, and do a forward all existing mail to a public folder that only the admins have access to. The you can add their email address as an accepted (but not primary) email account on the public folder and in turn you will receive all mail to his address to that public folder for the future as well.
This way you can safely delete his user profile and mailbox after you forward the existing mail out.

Isi
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Commented:
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Author

Commented:
My main issue is to have access to his old emails only.  He is no longer here so no need to receive new emails. I didnt want the mailbox active.
 
Is there a way to dump all emails into a db or spreadsheet?  I guess that's too much to ask.

We are running Exchange 2000.

THanks.

ST

Commented:
if you open up his mail with outlook
File->import...Export
Choose export to a file, then delimited with a relatively unused char (Tab usually works), excel can import the file and just tell it to seperate by whatever charachter you choose. It also can export straight to access if you have MS Access handy.

Isi
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Commented:
Or use exmerge (server side) to export to a pst which can be read from Outlook, archived or burnt to a CD
Stefri
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Commented:
Exmerge can also export if the mailbox is hidden
You have to use an account belonging to a group having full permissions on exchange
stefri

Author

Commented:
Not sure where Exmerge is available to run it.

If i exported to a .pst,  wouldnt there be permission/access problems if the user is no longer on the network and how can it be read from OL w/o importing the WHOLE .pst back into a mailbox?


THANKS!!!

ST
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Commented:
EXmerge is downloadable from MS site
When exmerge to a pst, you just add it to your profile or File/Open/Personal folders (pst)
It is as opening an Archive pst

Stefri

Author

Commented:
WOuld Exmerge take care of the permissions of the .pst even if the user is disabled or deleted from AD?

ST
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Commented:
PST would belong to whoever you want. It is a flat file. By defult, it wil belong to the account doing the exmerge.

Stefri

Author

Commented:
I went w/Stefri's suggestions :

Gave myself permission to the mailbox, signed in as the user, exported to a .pst and was able to view the box under my own profile.

THanks!!!

ST

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