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how to keep copy mails msgs

Posted on 2014-07-31
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Last Modified: 2014-08-07
I´ll try to exlain my problem :  On my company all my clients are windows machine and some of them with outlook (express, 2007 or 2010) and others with live mail.
I have to know what they´re sending and receiving. I have to create a copy of each message and store then on my server, so I can find it at anytime.
How can I do that in linux.
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Question by:Jose Bredariol
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8 Comments
 
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Expert Comment

by:Dave Howe
ID: 40233599
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.
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Author Comment

by:Jose Bredariol
ID: 40233889
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
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Expert Comment

by:Dave Howe
ID: 40234116
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.
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Author Comment

by:Jose Bredariol
ID: 40234594
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 ?
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LVL 33

Expert Comment

by:Dave Howe
ID: 40234632
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 :)
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Accepted Solution

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Dave Howe earned 330 total points
ID: 40234637
oh, and before you do *any* of this, check the jurisdictional law regarding copying of employee mail.
In most jurisdictions, you must give them *written* notification that company mail is for company use only and is subject to inspection without notice, or its unlawful interception (and can be an arrestable offence)
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Author Comment

by:Jose Bredariol
ID: 40246987
Thanks dave.
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Author Closing Comment

by:Jose Bredariol
ID: 40246988
Thanks.
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