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Disabling Exchange 2010 Synchronisation

Posted on 2013-06-16
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Last Modified: 2013-12-01
Is it possible to disable exchange synchronization on a mailbox?

Scenario
We have a bunch of users that use a shared mailbox, they have just been migrated to a hosted exchange (Exchange 2010) solution from POP email. they are use to getting  unread emails each time an email arrives, however when a user views an email it marks the email as unread for other users that access the mailbox. I understand that this is the way exchange is suppose to work with synchronization. However the users do not like this and want the emails to be marked as unread for each individual users who accesses the shared mailbox (Basically like it use to with POP emails). User's also need to easily "send as" this address from outlook and there IPhones.
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Question by:Sbsystems
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diverseit earned 500 total points
ID: 39252405
Hi Sbsystems!

This is an odd one; most groups or teams would prefer this synchronization to allow others in the group to know what emails have been read by other members. Furthermore, they use sync to flag and/or set categories that help communicate clearly within the group.

To answer your question, you can POP from the exchange mailbox, provided your exchange provider allows this (most do) and you can give send-as permissions on the server via their control panel or powershell (again if the provider allows for this & again most do).

iPhones pose an issue here due to their limiting functional design. Best workaround I've found (it's not perfect):

Configure the server to allow the mailbox to connect via POP and SMTP. Then, iPhone users requiring Send-As access must have their iPhone setup with an additional email account that can access their Exchange account using the protocols above. Setup the additional iPhone account as a POP account and use a dummy account for the POP access on the server. This way, the user does not see two copies of each email in their iPhone inbox – one from the ActiveSync account and the other from the POP account.

Create an Exchange mailbox called "iPhone Outbound" (or whatever you prefer), and enabled POP access for this account.

Then create the second mail account on the iPhone as a POP mail account, and set the Email address in the iPhone “POP Account Information” panel to be the alias email address.

For the “Incoming mail server” details, use the "iPhone Outbound" account credentials and our Exchange server’s POP access address. Given that no external email is routed to this mailbox, "iPhone Outbound’s" inbox will always be empty. You can further prevent  or limit mail deliver to this account by either setting up Transport Rules or FOPE rules (if applicable).

Finally, for the iPhone “Outgoing Mail Server” panel, use the user’s normal Exchange account details. Mail sent from the iPhone using this account will appear to come from the alias address rather than the normal Exchange account reply address.

You only need setup one extra account on the iPhone regardless of how many aliases the person needs. Setup multiple aliases in one iPhone email account using a comma separated list of email addresses in the account “Address” field. As the iPhone does not allow you to type a comma in this field you must use the Note app to create the list, then cut and paste it into the Address field.

Clearly this is a crude work-around, and it would be better if Apple would fix the problem by adding support for Exchange Send-As in the iPhone mail app. Currently this is the best solution to the problem that I'm are aware of.

There is one main drawback with this workaround and that is Sent email will end up in the "iPhone Outbound" Sent folder, rather than in the normal Exchange account Sent folder. To get around this select the “Always Bcc myself” option to send a copy to your Exchange mailbox.
Let me know if you need further help. Thanks!
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Author Comment

by:Sbsystems
ID: 39254841
Thanks for your quick response! I will check this out and let you know how we go.
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Expert Comment

by:diverseit
ID: 39260754
My pleasure!

The other solutions I would suggest are more fitting and that is to either:
a) Tell your boss or client that Apple does not support this right now; or
b) Simply add the "send-as" mailbox as a full mailbox to the users devices so they would have two exchange accounts...theirs and this other one, which they need Send-As access to. This will also be better because everything will sync as it is intended to.

NOTE: Since iOS 4, iPhones support multiple Exchange accounts.
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Author Closing Comment

by:Sbsystems
ID: 39261181
We will simply setup a separate POP account for this client in outlook and on the IPhone. Thanks for your help in exploring possible solutions to this scenario.
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Expert Comment

by:diverseit
ID: 39267099
My pleasure! Glad I could help! Thanks for the points.
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