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MS Exchange / Outlook Distribution List & team mailbox

sunhux asked
Last Modified: 2014-05-06
We have a team of staff dealing with external customers & would like
an email that's shared by team members ie when customers send an
email, all members get it at the same time & this email is stored
not only in each individual staff's mailbox but also a separate mailbox
that's usually not accessed by the team members.

We're on MS Exchange & Outlook 2010.

The requirements:
a)      low maintenance of the emails in that separate mailbox as we
        expect volumes of emails:  auto-archiving of that 'separate
        mailbox' is good to have

b)      best that the external customers do not have visibility of each
      members in the distribution list : I've seen cases where a
        team member's mailbox quota was reached, an email will be
        auto-bounced to the sender to inform the sender that it
        bounced for that particular team member

c)      minimize possibilities of lost emails due to team members’
        mailbox full or mails deleted accidentally by a team member

What's the best ways to achieve the above?

let's call the distribution list  DL@xx.com & the 'separate'
mailbox  mbox@xx.com

a) Set up a dedicated PC that has the mailbox always open with
    an Outlook rule to auto-archive (ie auto move) it to the local
    PC's storage?  Can we not have anything better than this ie
    without a dedicated PC that's always opening a profile to
    run the rule?  The team members carry laptop & each of
    them may have a different ways of doing archiving, so that's
    why I suggest  a 'separate' mailbox

b) When each team member send an email out, is there a
     way that by default the sender is shown to the external
     customers as mbox@xx.com ?  Pls show the screen shot
     on how to configure this

c)  can the distribution list & the 'separate' mailbox have a
     common email address ie mbox@xx.com is named as
     DL@xx.com ?

How is this generally set up in the field for various customer
service & helpdesk teams (with Outlook & MS Exchange) ?
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