How do I prevent an exchange account from automatically receiving e-mail?

When I was originally asked this question, I had figured it would be a super easy fix (like unchecking something in the Outlook settings). Unfortunately, it doesn't appear that way.

What I have is a user that receives a huge amount of e-mails all day long. This makes it difficult for him to work on other tasks with e-mails coming in every couple minutes (Very distracting). What he asked was for a way to delay e-mails that come in. Either to automatically receive his mail once every 3-4 hours, or to only receive e-mails by manually hitting Send/Receive.

I thought about having him access his mail through POP or IMAP instead of Exchange, but I'm afraid he will lose a lot of other features that come with Exchange mail that he will find unacceptable.

Is this possible with an exchange e-mail address?

I have complete access to the Exchange server and his Outlook client.
slargeAsked:
Who is Participating?

[Product update] Infrastructure Analysis Tool is now available with Business Accounts.Learn More

x
I wear a lot of hats...

"The solutions and answers provided on Experts Exchange have been extremely helpful to me over the last few years. I wear a lot of hats - Developer, Database Administrator, Help Desk, etc., so I know a lot of things but not a lot about one thing. Experts Exchange gives me answers from people who do know a lot about one thing, in a easy to use platform." -Todd S.

ashwynrCommented:
Hallo!

You could configure users Outlook to Send/Receive at definite intervals.

http://email.about.com/od/outlooktips/qt/et_send_receive.

#wyn
0

Experts Exchange Solution brought to you by

Your issues matter to us.

Facing a tech roadblock? Get the help and guidance you need from experienced professionals who care. Ask your question anytime, anywhere, with no hassle.

Start your 7-day free trial
RobinHumanCommented:
Try setting his outlook to work in offline mode - this would also queue outgoing mails as well as incoming, and only download them when he does a synchronisation...
see this article
http://www.msexchange.org/tutorials/Configuring_Outlook_2003_for_Offline_Use.html
hope this helps you
0
slargeAuthor Commented:
RobinHuman,

How do I force his client to remain in Offline Mode?



Ashwynr,

I turned off Send/Receive completely and incoming e-mails still pop up automatically into his Inbox.
0
Has Powershell sent you back into the Stone Age?

If managing Active Directory using Windows Powershell® is making you feel like you stepped back in time, you are not alone.  For nearly 20 years, AD admins around the world have used one tool for day-to-day AD management: Hyena. Discover why.

ashwynrCommented:
0
slargeAuthor Commented:
How do I force him into Offline mode?
0
Pat PribelSenior - Systems EngineerCommented:
To get in offline mode click on "file" on the menu bar and then select "work offline".
0
RobinHumanCommented:
The link I posted explains how to do this..
Cheers..
:-)
0
ashwynrCommented:
In my above link, if you expand the section where it reads "When using a Microsoft Exchange Server e-mail account"
Just follow the steps or else here's an excerpt from it to follow:

*****************************************************

    *  To always start Outlook offline, click Manually control connection state, and then click Work offline and use dial-up networking.

    *

      To choose each time you start Outlook whether to work offline or online, click Manually control connection state, and then select the Choose the connection type when starting check box.

    *

      To always connect to the network, click Manually control connection state, and then click Connect with the network.

    *

      To have Outlook automatically detect whether you can connect or not, click Automatically detect connection state. If Outlook is unable to connect with your server, it opens in offline mode automatically.

 Note    To specify the amount of time to wait for a response from the server before you are notified to retry or work offline, type a number in the Seconds until server connection timeout box.

*****************************************************
0
slargeAuthor Commented:
Thanks for the help guys. This user accesses his Outlook through Remote Desktop using Microsoft Terminal Services. As a result, he cannot set his Outlook to work in Cached Mode, which means he cannot use Offline mode.

Any alternatives? I found an add-on for Outlook 2007 from Microsoft that allows you to stop receiving e-mails for a specified amount of time, but nothing so far that does the same thing for Exchange/Outlook 2003.
0
ashwynrCommented:
I should not matter if he is using Outlook to work from Terminal Server or a client machine. In case if the GPO is set on the TS to not use Outlook in cached mode then it would not be possible until an exception is set.
Any which ways the user would need the emails right, and if its only the alert which is causing trouble then configure Outlook to not alert him when a new email is received. this way email would keep flowing into his mailbox and he could continue working
I still think that the solution mentioned in the below link should work as it talks about configuring Offline use using Cached & Non-Cached mode
0
slargeAuthor Commented:
It's not a GPO setting, but a restriction on Terminal Servers that will not allow Cached Exchange Mode. I followed the link you gave me, but even when I use the "Manually select connection" and force it into Offline mode, it forces me to close Outlook.

I'm just amazed that there isn't an inherent setting within Outlook 2003 for this.
0
RobinHumanCommented:
just to clarify here - outlook in terminal services can still be set to offline mode if it is loading with the user profile;
cheers
0
slargeAuthor Commented:
To further explain:
http://www.experts-exchange.com/Software/System_Utilities/Remote_Access/Citrix/Q_22737486.html

The last post has links that explain why it's not possible to enable Cached Exchange mode on Terminal Servers. The sheer amount of disk space that would take up would not even be funny.
0
slargeAuthor Commented:
RobinHuman,

I have tried it and it does not work. If I force the client to work in offline mode when it is not using Cached Exchange mode, it gives me an error indicating it cannot find the mailbox (which is to be expected) and since there is no cache, it closes Outlook.
0
slargeAuthor Commented:
Just to put a closer on this topic, here is the workaround that I found that seemed to work fine:

Complaint: User didn't want to keep seeing email coming in throughout the day because it was distracting him from his current projects. He however could not close Outlook because he needed access to his Calendar and Contacts.

Solution: I created a folder below his inbox called "!Unread Mail" and created a rule to push all email to this folder. This gave the illusion that he was not receiving any email, but should he need to check his email, he knew where to find it. I could have probably also changed the default folder view from the inbox, this is working well.

Thank you to everyone for the fast responses. Although those didn't solve my problem, due to our environment not  because the solutions were bad. I'll award points accordingly and close this. I also have a new Outlook problem, so I'll create a new topic.
0
It's more than this solution.Get answers and train to solve all your tech problems - anytime, anywhere.Try it for free Edge Out The Competitionfor your dream job with proven skills and certifications.Get started today Stand Outas the employee with proven skills.Start learning today for free Move Your Career Forwardwith certification training in the latest technologies.Start your trial today
Exchange

From novice to tech pro — start learning today.