Having access to an exchange mailbox - but stop it from sending and recieving email.

holcomb_frank
holcomb_frank used Ask the Experts™
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We have a couple of employees who are no longer with our company but we want to continue to have access to their mailbox but would like to stop incoming and outgoing mail. So we don't want to disable the account, but we don't want it sending or recieving email and we need to be able to open Outlook and view the existing mail. How can we best do this?
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You can stop incoming by going to the Exchagne General tab of the account properties and selecting Accept messages only from and add no names.
Awarded 2009
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Commented:
The easiest way to stop it from receiving e-mail is remove the external SMTP e-mail address from the e-mail addresses tab in Active Directory Users and Computers, make sure you uncheck the box to update from recipient policy on the same tab.

You can then prevent them from sending e-mails by checking the deny box for the user SELF under the security tab
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Commented:
sorry that was the deny for the permission Send As
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i think the only way to stop outbound would be to enable storage quota where you prohibit send and receive
removing the smtp address will not prevent internal users from still sending to this recipient
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Commented:
no it won't but it will stop external recipients from sending to it.

Personally, I would be exporting all the e-mail currently in that mailbox to PST and accessing it that way rather than keep a mailbox that is not required.
i agree with demazter. i wouldn't allow a former employee access to my network. i would give a pst copy and say goodby.
Subash SundharanIT Infrastructure Architect

Commented:
Simple option to stop send and receive would be setting storage limit > prohibit send and receive limit to "0".

Limit.JPG
Let me make sure I understand this.  You have some former employees in which management may need access to the mailbox's?  Not that you are still allowing the former employees to access the network.  If this is the case it is pretty simple.  Disable the account/ set self deny in mailxbox rights this will disable reciept of email.  By the account being disabled it cannot send but Managers could attach to the old mailboxes.  Another thing is backup to PST and destroy the accounts.
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Commented:
@jfinner2 > is that not what my comments have said above?
I read the question differntly,  basically I beleive he wants to be able to access the boxes for archive reasons not to allow continual access to the network by the former empployee.  Your suggestions are under the premiss they are trying to allow the term'd employee to login the network.  If that is the case you suggestions will work, but to me an easier thing to do would be as you suggest make a PST backup of the entire box but I would simply then delete the mailbox and exchange attributes.

Author

Commented:
can you split points....i always have trouble with this when there are so many good answers.

However, Jfinner2 is right in his assessment.....this is an employee who has left, they want access to his mail for management purposes, but they don't want the account sending and receiving. It's not a matter of the former employee having access to the network, they are gone and passwords have changed and so fourth. I also agree that the best thing to do would be to backup to a pst file and make it available that way.
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Commented:
You can slit points by clicking the accept multiple solutions link

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