how to keep copy mails msgs

Short answer - stop having individual (external) mail accounts, and set up a mailserver. You can do that for free with Exim and Linux (or another MTA, I just prefer Exim :) then any mail passing though that server is subject to any rules you care to assign. As a side benefit, you can have webmail, use IMAP (so there is a single backed up mailbox per user instead of local storage) and so forth.

Hi Dave. I can do that. I can setup ubuntu server with Exim. But my doubt is if i have to cancel my external accounts or I can just setup this mailserver to work with them. Can you explaim me about that ? any tutorial for that setup ?
thanks

Both, I would think.

Unless you have your own domain currently, I would take the (fairly low cost) option of registering a domain and having a unique email domain for your business; this looks much more professional, and you can use the same domain for your website.  I pay £4/year for my . co.uk domains, but prices vary depending on which domain you want and which registrar you use.

IF there are any mailboxes that don't match the new domain, I would then forward existing mail or use fetches to pull the mail into the system into new mailboxes structured based on employee or role name; advise users to use their new "corporate" accounts to send and receive mail, and set up their clients so that they can use imap on the server to access their mailboxes.

Thanks Dave.
OK, I have my own domain. I have my webmail (but I don´t use) on my ISP. Today I have one account for all company. So, I download them in one PC. Now I want one account for each employee, But I have to control what they´re doing. I have to take a copy of all mails (Send/Receive) for control. My Idea is to create those accounts. download it on my email server (linux/exim) and forward them for the responsable. And for sending I wish to use the same way. The employee will send the email, but the email will go to the server and the server will send it. Is that possible ? Do you have any other Idea ?

That sounds correct, yes.

Update your dns record to point inbound email at your new server; add an "unseen deliver" to your filters so as to spool a copy of all mail into a single mail box,  and create a unique account for each employee.

In /etc/alias set that employeefirstname.employeelastname maps to employeeusername (so they can have both first.last@domain and username@domain as valid email addresses) and also set up some generics (such as sales@)

make sure there is an imap server available, so that they can leave their mail on the server. make sure each employee sends mail outbound via the server too, so that you can get a copy of that mail; to enforce this, ensure that the firewall doesn't allow outbound other than from the mailserver on port 25 :)

Thanks dave.

Thanks.