Outlook E-mail issue

Robert Ehinger
Robert Ehinger used Ask the Experts™
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In our small business we have 3 users who access the same email account on 3 different computers via Microsoft Outlook. As it is now there is no way to tell if one user or another has read and responded to an email because they all download with the bold-face type indicating they have not been read. Is there any way to set it up so that once email has been read and possibly responded to it will show that way on all of the computers?

Thank you!!

Robert
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You would have to set each account up as an IMAP account, that way each Outlook client is looking at the same version of the data. With this setup, you could see when messages have been read, responded to, and also view the responses sent out through the sent items folder.

There might be another way of doing it, but this seems like the easiest to implement.

Regards,
Matt
Awarded 2009
Top Expert 2010

Commented:
Do you host your own email or do you download it from an ISP?

If you have an exchange server you can use a shared mailbox if you download your mail then this will happen unless you tell outlook to delete it from the server once it's downloaded meaning the other users wouldn't download a copy.
LCServerAdmin is right. This needs to be done via IMAP. Some mail servers offer this service for a charge, some for free. Check with your provider to get the IMAP connection settings. This will get your answer.
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Awarded 2009
Top Expert 2010

Commented:
And what if the email is hosted on an exchange server?
Hence the reason I asked some questions to try and get some clarity.
I'm just assuming based on the fact that he mentions being a small business that he probably wouldn't have his own email system setup, and is just using some type of hosted system (from an ISP or another 3rd party hosting solution).
Awarded 2009
Top Expert 2010

Commented:
Not maybe Small Business Server? With integrated exchange?
Its possible, but probably cost prohibitive for a smaller business to host that themselves when someone could have it hosted for a $5-$10 a month per user (again guesses, I don't know the going rates but I can't see it being too expensive).

I just went with basic assumptions since he didn't specifically mention having an Exchange environment.
Robert EhingerIT specialist

Author

Commented:
The email is downloaded from our ISP. There is no Exchange server.
Since there isn't an Exchange system, then IMAP is probably your best bet. Your ISP should support it by default, but they should be able to tell you what is needed in the way of custom settings if the defaults in Outlook don't work.
Robert EhingerIT specialist

Author

Commented:
I will check IMAP settings and try that.

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