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Collecting specific emails to one public folder.

Hi all,

I have a client that has a group of sales people. Each one of these sales people has a fax2email no setup to come to there individual mailboxes. They receive purchase orders on these numbers. Client has a problem in that staff take leave etc. and the faxed purchased orders line in that staffs inbox and unless someone opens the inbox and checks, they lie in wait.

Is there anyway using exchange that all incoming mail can be checked for mails from a specific sender and then copied into a public folder or similiar. I suppose I could create a rule on each persons outlook to do this?

1 Solution
1. You can do as you say and set up rules - but these only run when Outlook is switched on so the user's PC would need to stay logged on.
2.  You could set up permissions for other users to see each others in-box. That way if someone was on leave - someone else could be given responsibility top check their inbox. Once they have permissions they can do this from within their own outlook. Select File > Open > Other User's Folder - select the user and set their inbox and you will have access to their inbox.
To set the permissions, from the mailbox of the user who is going on leave - rightclick their inbox folder > select 'Properties' > Permissions - Add the user who will do the checking - and give them at least 'Author' level permissions.
3. Technically it would be possible to write an add-in for exchange to move messages automatically, but I don't know of any third party software which does this automatically - so if you can I would suggest using 2.
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