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Exchange Server Shared Mailbox Alternative

Posted on 2014-04-06
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Last Modified: 2014-05-22
Hello Experts,

I'm looking for a simple alternative to Exchange Server's Shared Mailbox function. I need multiple users to be able to administer a single mailbox (Basically: Inbox, Sent items and a custom Folder).

The users all have Outlook 2010 installed - solution must interface with Outlook 2010. I have a file server that can be used to host a file or program - I don't want the mailbox to rely on one users PC. The email address has already been created and is a pop3 type (email retrieved from our ISP's server).

Looking forward to your suggestions!
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Question by:Jpoppi
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Expert Comment

by:alienvoice
ID: 39982118
Have you thrown the idea around of creating an external mail address at hotmail or gmail, having your email from your isp forwarded to it and then setting up outlook to check that external mail address by the users?
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Expert Comment

by:Vlastimil Sopuch
ID: 39982172
Hi mate,

Why not locally installed MDeamon mail server? Simply buy a UPS for the PC..
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Author Comment

by:Jpoppi
ID: 39982322
I have thought about an IMAP type account, but I feel it could possibily get messy. If I could get my ISP to change my existing account to an IMAP, then we might be onto something.....

MDaemon looks like it might have the features I need, and a whole lot more. It is exactly what it says - an Exchange Alternative.

If I have to go Exchange or an Exchange alternative, I will. But I feel it might be a bit overboard. All I need is 1 shared mailbox...
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Expert Comment

by:Tej Pratap Shukla ~Dexter
ID: 39982370
Hey there,

You can manually add users by following these steps:
•      Navigate to File->Account Settings
•      Double click the user’s mailbox ->more settings->Advanced
•      Add the shared Mailbox and then click OK to finish
Or you can use the EMC
•      Open EMC
•      Locate Recipient Configuration-> Properties on the mailbox that have the address you want to forwoard (xyz@test.com) -> Mail Flow Settings -> Delivery Options.

Feel free to revert back for further queries

Thanks
~Dex
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Author Comment

by:Jpoppi
ID: 39982768
Thanks for your coment Dex, but unfortunatly I don't have Exchange Server (yet). I am trying to avoid it if possible.
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Expert Comment

by:Tej Pratap Shukla ~Dexter
ID: 39982862
Oops sorry I misread your question, Well in that case gmail would serve you the best and but obvious the users with passwords could access the mailbox
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Expert Comment

by:Vlastimil Sopuch
ID: 39987818
HMail is another option, similar to MDeamon and it's free.
Or hosted Exchange, which is not :)

http://www.hmailserver.com/

Good luck mate.
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Author Comment

by:Jpoppi
ID: 39987967
Hey futuretek,

Are you familiar with hmail?

Can it receive email from an ISP's POP account? Rather than having to change my DNS records etc (Remember I only need one of my email addresses available to multiple users).

I assume since it can host IMAP accounts, multiple users can use a single account at the same time?

I also assume it plays nice with outlook 2010?

Is it easy to configure and reliable?

Thanks!
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Accepted Solution

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Jpoppi earned 0 total points
ID: 40072780
Well, I figured it out in the end, and it has eventually led to a whole change of our email system. But for the benefit of others, this is how I achieved what I was asking.

I purchased a single Exchange Online (Plan 1) licence through the Office 365 reseller Telstra (In Australia) for $4.40 per month. Because I did not want to move my whole domain (mybusiness.org) to EO, I created 1 user with an email address of no_reply@mybusiness.onmicrosoft.com.

From my ISP's domain and mail control panel (Telstra - Mission Control), I forwarded all mail from the email address admin@mybusiness.org to the new EO email address no_reply@mybusiness.onmicrosoft.com.

In the EO admin control panel, I ONLY confirmed that I owned the domain mybusiness.org, but did not continue to change any DNS records. This allowed me to set the reply address of no_reply@mybusiness.onmicrosoft.com to admin@mybusiness.org.

I changed the default domain to mybusiness.org and the domain type to internal relay.

On the Office 2010 clients, added the exchange account and changed all the names to show admin@mybusiness.org instead of no_reply@mybusiness.onmicrosoft.org.

Incoming mail is labelled as admin@mybusiness.org and outgoing mail is labelled admin@mybusiness.org as well. The user has no idea of the stuff happening in the background - it all appears to be a normal exchange account. All clients see changes made in the account in about a minute or less.

Granted this is probably not the best way to do it, but: it works. It is the cheapest. It allows our other POP mail accounts to continue to function. And so far, it hasn't led to any problems.
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Author Closing Comment

by:Jpoppi
ID: 40082888
As above
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