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Exchange 2003 best way for Admin to view users sent items

Posted on 2013-05-22
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Last Modified: 2013-06-02
Hello,

I have a manager who wants to be able to review the content of emails sent to a specific address.  We have Exchange 2003 and from what I understand it is not possible to get the content of sent messages in reports given Exchange only logs the subject line, the size of the message, and the email addresses of the sender and recipients and that the only way would be to grant access to the mailbox itself?  Has anyone as an administrator been asked to grant this to a users manager and have a good way to do it?
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Question by:bergquistcompany
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LVL 41

Expert Comment

by:Amit
ID: 39188376
Use 3 party tool like Promodag or Stealth Audit
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Author Comment

by:bergquistcompany
ID: 39188388
I have Promodag but as they said      "It is technically impossible to get the content of sent messages in reports on email traffic. Exchange only logs the subject line, the size of the message, and the email addresses of the sender and recipients. However, it is possible to run a keyword-based search in the message body of items stored in the \Sent items folder of mailboxes, see our KB: How do I search for messages containing a specific word, in the subject or body, in user mailboxes? and How does Promodag Reports deal with the message body ?. Due to legal reasons, there is no option to view the message body itself in the application."

Thus I am trying to find out how others grant access when a manager wants to see an employees sent messages
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LVL 41

Expert Comment

by:Amit
ID: 39188402
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Author Comment

by:bergquistcompany
ID: 39188414
I know about Journaling but for the 1-2 times a year I can't justify the tax on the Exchange server for space and performance.  That is the only option?
0
Are your end users making ugly email signatures?

Have you left it up to your end users to create their own email signatures? Are they forgetting to add the company logo or using garish font colors? Take control and ensure all users have the same email signature.

 
LVL 41

Expert Comment

by:Amit
ID: 39188424
This is the best option here. Else you need to give access to user mailbox. Or upgrade to Exchange 2010 or 2013 and use ediscovery feature.
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LVL 47

Expert Comment

by:apache09
ID: 39189085
I agree with amitkulshrestha here:

Journaling is going to be your best best.
Especailly since you likely already have the capability

Otherwise you are subjected to using 3rd party applications, 3rd party mail arhciving applications, or somehting like the latest version of mail marshal that tracks and records outgoing emails.

Any of these options are going to cost you.
and if only used 1-2 per year, not likley justifyable



For me, heres what I would do.
Give the Manager Full rights to the Mailbox in question
If the manager has outlook 2007 or earlier
Add the mailbox as an additional mailbox

If the Manager has Outlook 2010
You can close outlook
Go to Control Panel>Mail
Email Accounts
Add NEW Excahnge account
Then add the Mailbox in question as an additional exchange account

Open outlook and the whole mailbox should now be accessible by the manager

These last two options are totally free
The manager can easily access when required and review the sent items
As long as they dont go fiddlig with the mail items, making read emails marked as read
or changing anything this can pretty much be done without being detected by the end user
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Accepted Solution

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bergquistcompany earned 0 total points
ID: 39189162
Here is a twist we have forefront too for our filter gateway.
Is it possible say any email being sent from user A to george@yahoo.com gets sent as normal but a copy goes somewhere else without making a rule that the user A would know this is being done?
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LVL 41

Expert Comment

by:Amit
ID: 39191111
You can try it
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Author Closing Comment

by:bergquistcompany
ID: 39214082
Asked if it would work and found manual online and was able to test and get it going
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