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Download mail to publicly available folders in SBS 2003 Exchange

Posted on 2006-05-09
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I have just moved our business (after many years on a peer to peer system) to SBS 2003. I'm very pleased that all worked fine and the system is up and running, however.....

We have existing POP mailboxes on our ISP. We can download mail to Exchange useing the MS pop connector OK but it only wants to distribute mail to specific Exchange mailboxes. This would be fine except that we most often have situations where one of several people could answer the mail (not necessarily the addressed recipient). Ideally we would like to be able to have the mail routed to a public folder where it can be distributed by humans rather than Exchange rules.

On our old hack of the MS postoffice system life was easy, we just dragged mail to the appropriate folder depending who was available on the day to answer queries.

Is this possible or something similar?
(BTW we will be going to SMTP in both directions as soon as our ISP does the appropriate MX changes, so maybe that's an option)

many thanks Experts
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Question by:steve_howden
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Expert Comment

by:Jeffrey Kane - TechSoEasy
ID: 16641406
There are many ways to "share" public folders in Exchange, and you can see the best instructions for such things here:  http://www.slipstick.com/exs/pfshare.htm

However, for what you are wanting to do, i always suggest that you configure a separate user, such as "Customer Service" and then grant everyone Delegate Privileges for this user.  That is a much better way to manage who sent what as well.

See http://www.microsoft.com/technet/prodtechnol/exchange/guides/WorkingE2k3Store/83c5d720-7e20-44ff-95bb-5510dbac3542.mspx?mfr=true for a complete overview of this.

And this is the how-to:  http://seanda.blogspot.com/2005/03/configuring-delegate-access-on.html

Jeff
TechSoEasy
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Author Comment

by:steve_howden
ID: 16641818
Dear Jeff,

Wow!!

Many thanks for your helpful and super fast reply. I'll get stuck into that and let you know how I go. I'll be moving a trifle slowly because it's 4.15am here :-(   Should get it all up and running before the troops march in and start demanding email in the morning though.

BTW the MS link you provided is broken.

Also, when setting up routing rules, is there any way to wildcard/boolean incoming addresses? For example say I wanted "*@domain.com NOT fred@domain.com" to go to the new separate "Customer Service" user and fred@domain.com to go to fred's Exchange box.

Sorry if these are dumb questions, but I find the Exchange "help" to be umm...impenetrable to put it mildly.

regards, Steve
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Jeffrey Kane - TechSoEasy earned 2000 total points
ID: 16644045
The MS link works fine for me, but here's a snipped version of it just in case you can't get it to work  http://snipurl.com/q8wk

I would suggest that you DON'T use a wildcard email address.  While it is certainly possible to do, you will end up with about 99% SPAM and Public Folders are not filtered with Outlook's SPAM filters.  It's better to bounce emails that don't match an Active Directory account.  And to do this you need to specify so in Exchange's settings.  And rather than just give you the "easy" steps, I thought I'd provide you with a great list of SBS Exchange information from Susan Bradley's blog:  http://msmvps.com/blogs/bradley/archive/category/221.aspx

You'll find the how-to for configuring Recipient Policies in that list.

:-)

Jeff
TechSoEasy
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Author Comment

by:steve_howden
ID: 16644111
Dear Jeff,

Perfect, thank you kindly for your help.

Steve
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Author Comment

by:steve_howden
ID: 16646080
Dear Jeff,

Just a further update. Everything is now running so smoothly i can't believe it.

The links and advice you gave made me realise what a seriously excellent piece of kit SBS2003 is. I had no idea it had so much grunt. This will solve our IT needs for many years to come.

Best Regards, Steve
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Expert Comment

by:Jeffrey Kane - TechSoEasy
ID: 16653318
That it is!  SBS 2003 is the reason I got into the IT Consulting business.

Good luck!

Jeff
TechSoEasy
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