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Share email messages within a department / email repository

Here's my setup:
Exchange 2010 on 2008R2
Outlook 2007 on XP Clients
SharePoint Services 3.0 (available if it helps) on 2008R2 (SQL Express DB)

Here's my situation:
I have a department of users (about 10 people) who each receive mostly the same emails (cc'd), and each user saves those emails into their own folder structure in outlook.  It would be best if all the users had one common location to move/save messages too, under the same folder structure, that all users in the department have access to, NOT under their own Inbox.

So as it is I have 10 users with similar but different folder structure in outlook, none of the info is accessible to anyone else, and each user has a huge mailbox.

I'd like the users to be able to move messages that need to be available to all in the department  into a common location, getting those emails out of their individual mailboxes and folder structures and into a shared repository with a standard naming convention and structure.

For example:
NOW:
User A receives email
User B is cc'd
User A and B file email in their own Outlook in subfolders under inbox
User C cannot see those emails, A can't see B, B can't see A

WANT/NEED:
User A receives email
User B cc'd
User A or B can file email into a shared location (not in their own inbox/subfolder)
User C has access to that location and can see those emails, A and B have access as well.

*Things I don't want to do or would rather not do:
-----Share individual email folders between users - don't want administrative overhead
-----Public Folders - would like to move away from Public folders
        ***Will use PF if I absolutely must

Things I'm open to:
-----Sharepoint Services 3.0 - not sure how this would help (wss3.0 currently running now for basic portal/companyweb functions)
-----3rd party app - would rather not, but if I have to, I have to...
-----Any other advice, recommendation, solution

Thanks in advance for any ideas, thoughts, or suggestions.  Let me know if you need any clarification for what  I'm trying to do.

Thanks,
Jeff
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jffrybauer
Asked:
jffrybauer
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1 Solution
 
quizwedgeCommented:
Seems like a good use of public folders to me, but since you would rather not use them the only other thing I can think of is having a PST file on a network drive.  You would just want to be careful that it doesn't get over 2GB or it can corrupt (at least this used to be an issue.)
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jffrybauerAuthor Commented:
thanks quizwedge.  PST is not an option because this "shared" mail store will be well over 2 GB, at this point it will be close to 10 GB, plus some users will be connecting primarily over sluggish VPN connections so performance would be a major concern.

I'll go PF if I have to, but would LOVE a better solution...
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Malli BoppeCommented:
Why don't you use shared mailbox.All the shared emails are stored in commin mailbox.You can give Send as or SendOnBehalf permissions for the users to send emails from the shared mailbox.
http://searchexchange.techtarget.com/expert/KnowledgebaseAnswer/0,289625,sid43_gci1176460_mem1,00.html
Need to make this registry change if using outlook and want the sent items to going into shared mailbox sent items folder.
http://exchangeshare.wordpress.com/2009/07/15/shared-mailbox-added-in-outlook-profile-but-where-will-sent-item-be-saved/ 
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jffrybauerAuthor Commented:
mboppe - good point, a shared mailbox, configured in outlook for each user, would provide a place for those users to move emails to.

Wouldn't I have to give full mailbox  rights to each user so they could create the subfolder structure they need without admin (me)  interaction?  This could cause problems with lower level users having the rights to delete.  

Alternatively, could I create the folder structure from an admin account and set permission for who can add to the folder and who can move/add/change/delete items

I'm not too concerned about sending from/on behalf of - this folder would be for storage and reference only.
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Malli BoppeCommented:
2 ways you can give permissions.Make a person owner(full access) of the mailbox .He can create subfolders and delegate necessary access to the other users.
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