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Mailbox no longer needed....

Posted on 2004-03-31
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Last Modified: 2007-12-19
We have some employees no longer with the compnay yet we want to keep there mailbox for future purposes for reference.
What is the standard protocol for this type of situtation?
Would it be better to just export this mailbox to a pst file and store it, then when needed, just do a restore onto a local machine, therefor the need for that mailbox on the server is not required anymore?
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Question by:lobos
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by:What90
ID: 10729455
Hi lobos,


We just copy them on to PST then burn them on a CD, which goes to HR. We redirect the old external email address to a drop box and then delete the account's mailbox after 3 months.

That way its off the server and it's up to HR to look after the data (usually get appended to the ex-employees file)

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by:lobos
ID: 10729470
Thats what I figured...but what about when the mailbox is larger that a cd, like 1 gig in size.
hmmmm it probably can be cleaned up...but if it can't?

So whenever a refernce is needed its simple as loading the cd and bringing up that profile pst file on a machine right? What mail program will this work with? - What are the steps for this?
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by:What90
ID: 10729537
Clean up the junk mail out as you mentioned or split the PST on to two cd (you can select what you copy to PST's) or get DVD writer and burn to DVD - DVD's aren't as expensive now.

Just remeber if you move it to a CD/DVD, it marks the PST as read only.
You have to copy the PST back on to a hard drive, remove the read only tag and then open it up in Outlook. Any program that read a PST should do it, but I'd stick with opening it in Outlook.
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by:lobos
ID: 10753044
Okay makes sense, but I just thought that maybe I should keep this mailbox around should any messages from clients still come in...what options do I have?
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by:What90
ID: 10753842
Re-assign the old email address to another mailbox. We have a admin mailbox (or you could use a public folder)  that we append deleted email addresses to for 3-6 months.


This is checked fairly frequently and if there are any useful message they are forwarded to the replacement or to the section manager.
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by:lobos
ID: 10754093
Nice...I like that idea, one question about the public folder, can we do auto-replies on them or "out of office" type of idea?
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Author Comment

by:lobos
ID: 10844656
What hoping for an answer on this last question, and what is the exact steps to "move" the mail to a pst file.
Do I log in as that user and save it down, please describe steps.
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by:What90
ID: 10846996
To create a PST you have to access the user's mailbox and then select File - export to PST.

Here a step by step guide:
http://windows.sf.libritas.com/Export.htm
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Author Comment

by:lobos
ID: 10851285
Thanks for the link. So that will export the mail to the pst file. Will the mail still exist on the server though? does it move it or copy it to a pst file?
Never did get an answer on the  "out of office" question.
I did try to add the e-mail address to my account, but it gave me an error saying that the address was already is used. What are the exact steps to do this....any reference docs?
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by:What90
ID: 10852104
Exporting a mailbox does just that, it exports (moves) it off the server into the PST


>>>>> did try to add the e-mail address to my account, but it gave me an error saying that the address was already is used.

You have to remove the email address for the old user's account in the first case, then allow the system to achknowledge that (usuall 15 minutes) then apply it to your account

>>>>Never did get an answer on the  "out of office" question.
You right click on the public folder and set up an reply to any incoming email with "the user has left the compnay blah, blah blah"


Hope that covers it all.
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Author Comment

by:lobos
ID: 10860658
Ok I have exported to a pst file now i want to "look at it" as I would if I needed to say 3 weeks down the road. I want no affiliation to the exchange server.
So how do I look at this pst file when i try to launch Outlook I don't really see any options for a pst file?
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by:What90
ID: 10866314
You simply, in outlook, go file-open-outlook data file.

it allows you to look at the file, modify it etc.
easy.
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Author Comment

by:lobos
ID: 10959957
Ok I disabled the employee, and then tried to add the e-mail address to the public folder, still get the error....so then I went to the employee profile and tried to remove the e-mail and I got this error.

This is the primary SMTP e-mail address of this recipient. It cannot be removed.
ID no: c10312f6


So how can it be removed so I can add it to the other one, for now i just renamed that address so I could add it to the public folder. I did a test and it worked, it went to the public folder, but I was not able to tell that it was for that employee in the "To" or anything like that? Is the only way to tell who that e-mail was directed to is by the contents of the e-mail?

Is there a maximum number of addresses you can assign to a public folder?
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Author Comment

by:lobos
ID: 11033191
Still waiting for a response here....
Also I want to implement the auto reply on the public folder but I don't know how to do this...where is this done? On the Admin tools on the server?
Please advise steps and proces.
thanks.
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by:What90
ID: 11046302
1)Create a fake email address for that user and set it as primary then delete the real address.
2) I guess around 1000 email address for a public folder
3) Auto reply - In Outlook right click on the public folder - properties - Admin tab and click on Folder Assistant. Create a rule as you would in outlook.
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Author Comment

by:lobos
ID: 11050494
cool thanks for 1 and 2....now for #3 I saw the rules you talked about....but where is the auto reply, I want to have a custom message....
Please advise where and how...
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Author Comment

by:lobos
ID: 11050540
Another thing....I create this rule in my outlook but does this get stored on the server? Cause I may not have my outlook on all the times and want this rule to be always working.
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Author Comment

by:lobos
ID: 11050625
I am playing around with this and I can't see how I can send a custom message - auto reply to the sender for a public folder...
Please advise more clearly...
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by:What90
ID: 11054790
Really?

So when you tick the Reply With box and clicked on the Template button which lets you put in the custom reply you couldn't get it to work or didn't see that option?

That's how you do it.
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Author Comment

by:lobos
ID: 11055732
yeah I can put a custom reply...but how do I have it return to the sender...cause in the to box its empty.....then I get an error when it goes to save the changes.....
Am I missing something?
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Expert Comment

by:What90
ID: 11055924
Once you tick the box and add the custom reply and click okay if asks if you want to fire this out to all in coming.

You then see a reply rule in the action list.

That's it.
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Author Comment

by:lobos
ID: 11055945
I got kind of lost with what you are saying...can you explain in ful detail the steps...or point me to a article that describes this....seems like I am missong something
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by:What90
ID: 11056249
Create a new public folder to test this on.

Auto reply -

In Outlook right click on the public folder - properties - Admin tab and click on Folder Assistant.
Add rule
Tick the Reply With box
Clicked on the Template button which lets you put in the custom reply.
Don't put any name in Just subject and message. Save the message - close the message.
Click okay

Your then askeds if you want to fire this to all incoming messages.
Click Yes

You then see a reply rule in the action list for all messages.
Click okay



Job done - we've done that for dozens of Public folders with those exact steps.
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Author Comment

by:lobos
ID: 11060020
Okay everything you said made sense and followed those exact steps. I said Yes to "you want to fire this to all incoming messages."
THen it shows the rule in the list, but then I press OK to close out of the window I get this error...
"Changes to the rule could not be saved."

So only if I press Cancel I can get out, but then my rules will be lost....
Something missing here?
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Expert Comment

by:What90
ID: 11064318
You don't have the correct permissions for the folder make sure you have Owner rights to the Public Folder.
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Author Comment

by:lobos
ID: 11064355
I thought you had it....but I checked and I am set to be Owner of that public folder.
:(
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Expert Comment

by:What90
ID: 11064470
Have you tried another Folder?

If you have Owner rights then that should be it.

Are you adding any thing into the TO, CC or BCC fields?
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Author Comment

by:lobos
ID: 11076203
yeah I tried another folder that I am an owner of and it still did not work...still got the error....
No I am not adding anything to the TO, CC or BCC, I just filled out the body and that its.
Frustrating to do the body and then it not saving.
Please advise.
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Expert Comment

by:What90
ID: 11076482
Well, can't say I've ever encounter that problem before and there seems to be very little info on it.
Here's what I've found:

http://www.mcse.ms/archive74-2003-12-212754.html
http://support.microsoft.com/default.aspx?scid=http://support.microsoft.com:80/support/kb/articles/Q147/2/98.ASP&NoWebContent=1


I'd suggest you create a Template with the word test in it only, incase what yo have in the template is too big. Then see if that works.

Otherwise close the Question and open a new one up with this particular issue as the topic, since we've resolved the orginal question.
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Author Comment

by:lobos
ID: 11091071
Thanks for the links..althought they didnt get me much farther.....don't sweat the points are yours...I just dont know how to resolve this issue, which is VERY Frustrating....I am a domain admin....
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Accepted Solution

by:
What90 earned 150 total points
ID: 11094305
I'm not worried about the points.

I'd have to say gut feel is permissons aren't correctly set on PF. Checking in ESM and reapply rights for you account on the folder in question.

Then try to add the rule again.
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Author Comment

by:lobos
ID: 11098439
Where and what is ESM, maybe i am doing and setting them incorrectly, please provide as much detail as possible and I hope it is permission related.
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Expert Comment

by:What90
ID: 11103256
ESM = Exchange System Management used for Exchange 2000/2003

If your using 5.5 the it's the plain old Exchange admin tool

Find the Public folder in the Admin tool and right click on it and check the properties then the security permissions.
Add you acoount to the list.
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