Exchange 2007 SP3 - SBS2008 - Email routing/copy all to public folder + blackberry

Good morning,
I am looking for a best practice way of setting up the following items for a project I am currently working on.

Project overview:
1. SBS2008 fully updated
2. Exchange 2007 SP3 - using 1and1 smarthost for sending mail
3. 5 users (user1@.. user2@... etc.)
4. 1 mail enabled public folder info@...
5. All user emails must be available to view by all users without having to add additional "additional mailboxes" in outlook.
6. All sent items from all user accounts must be available to view by all users.

I'm not sure whether this is relevant, but the customer is receiving a massive amount (50,000 items per day) of spam.

Current setup:
1. SBS2008 fully updated and everything is working correctly.
2. Updated server with recommendations from the MS best practice analyser (including Exchange 2007 SP3).
3. All user accounts setup and working correctly.
4. info@ mail enabled public folder setup and working correctly.
5 + 6 - This is where it starts getting tricky.
To make this work, here's what I have setup:

Added email accounts "Inbox@..." account"
Added distribution groups "distributiongroup@..." and added Inbox@... account to this group
Added mail-enabled Public folders "Inbox" and a sub-folder of this "Sent Items".
Added "Distribution Group" to "Sent items" public folder (Sent items is a member of Distribution Group)
Mailflow settings setup for each user "forward to Inbox"@..." with "delivery message to both forwarding address and mailbox".

Setup following transport rules:
Sent to user "Outside" the organisation copy the message to "Distribution Group".
From users "Outside" the organisation and sent to a member of "All users" copy the message to "Distribution Group".

So, in a nutshell, I have all user emails copying to a public folder, and catching sent items, which copy to a separate public folder.

I'm sure this isn't the best way of doing this, so any suggestions are appreciated.

Blackberry setup:
Apologies if I'm posting this in the incorrect formum, but this is an additional task I need to perform on 1 company/shared Blackberry.

The Blackberry also needs to be able to read all user emails - I presume I just need to setup a catch-all email account?
Simon GreenSenior Infrastructure and Security ManagerAsked:
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Neil RussellTechnical Development LeadCommented:

Why not have a look at a proper outlook/exchange CRM system that does it all for you.
Simon GreenSenior Infrastructure and Security ManagerAuthor Commented:
I was hoping this would be possible utilising the current architecture, rather than using additional add-ons.
I've now added 2 distribution groups - 1 for incoming and 1 for outgoing messages.  Each has a member that is a public folder (inbox for incoming and sent items for outgoing).

This is currently working correctly, and I believe that I can add the Blackberry to the incoming distribution group to allow all incoming email to arrive on the device.

Although this is setup and working correctly, I don't feel it is the best solution.  I'm looking for guidance rather than implementing an additional software/add-on solution.
I can not understand the reason of all this and also don't have some great suggestion for you.

Additional options I see:
- All users have the same email address and mailbox. This way is also blackberry problem solved.
- set permissions on user mailboxes for others. But you said you don't want additional mailboxes in outlook. Anyway I would prefer this option instead of yours for two reasons. The size of exchange database is the half of your solution and there is less administration.
- or you can use distribution groups (or forwarding) for all incoming mails and transport roles for outgoing mails to deliver all messages to all mailboxes.

Can you make a some use of journaling?
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Simon GreenSenior Infrastructure and Security ManagerAuthor Commented:
Unfortunately, the customer knows what they want.  It's a real pain because they control all of their own emails, and have another member of staff working on the info@... and the CC public folder which takes a copy of all mail.  I think I need a serious talk with the customer about the current set up.

I've done a bit of work on it today, and I have set up 2 distribution groups (Outgoing and incoming) with the inbox email a member of one, and the sent items folder a member of the other.  It works, not in an ideal best practice kind of way, but it works nonetheless.

I did take a quick look at journalling, but wasn't sure it would work in this environment.  They are adamant about using public folders for everything for some reason.
I'll take a look at the journalling option and see whether that helps with my current quandary though.
Malli BoppeCommented:
with the client request. I can't think of a better way then what you setup at the moment.
If users want have additional mailboxes added then we can create shared mailboxes and setup rules to divert the emails.But with the shared mailboxes, public folders is the only way.
Simon GreenSenior Infrastructure and Security ManagerAuthor Commented:
I'm glad it's not just me thinking that this is not an ideal setup!  I think I'll leave it the way it is for the moment, and start formatting a plan to change this in the future.

For anyone else looking at this and wondering how you set this up:
For a public email address (info@...), create a mail enabled folder or add an alias email address to a user account (if there is only one user looking after this account).
To allow all user emails to be copied to a public folder - create a mail enabled public folder, add the public folder to a distribution group and create change mailflow settings on each email account to copy to the distribution group.
To copy all outgoing email to a public folder - create a mail enabled public folder and add this to a seperate distribution group - add a hub transport rule to copy all outgoing mail (outside of the organisation) to the distribution group.

Thanks for everyones help.

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Simon GreenSenior Infrastructure and Security ManagerAuthor Commented:
No solution better than the one I provided.  I was hoping that a better way of completing this task might be presented.
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