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.
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'
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 email@example.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 firstname.lastname@example.org is named as
How is this generally set up in the field for various customer
service & helpdesk teams (with Outlook & MS Exchange) ?