Solved

method of sharing and storing emails for a group of people

Posted on 2014-11-12
21
127 Views
Last Modified: 2014-11-24
im looking for a method to share and store emails
i need to be able to share and store emails and give access to a team of people
we will also need to be able to share these externally
be able to quickly / easily search thiose emails
currently using exchange 2010 sp3 for email server
interested in what others are doing
are they using public folders etc although i dont know how public folders are used for non employee users etc
0
Comment
Question by:dougdog
[X]
Welcome to Experts Exchange

Add your voice to the tech community where 5M+ people just like you are talking about what matters.

  • Help others & share knowledge
  • Earn cash & points
  • Learn & ask questions
  • 10
  • 6
  • 5
21 Comments
 
LVL 5

Assisted Solution

by:A Karelin
A Karelin earned 333 total points
ID: 40436917
You can make so. Create mailbox and give full rights for the team. For external users you can use OWA. For nonemployee users have to create AD accounts.
0
 
LVL 24

Assisted Solution

by:VB ITS
VB ITS earned 167 total points
ID: 40437026
im looking for a method to share and store emails
i need to be able to share and store emails and give access to a team of people
we will also need to be able to share these externally
be able to quickly / easily search thiose emails
Exchange 2010 can do all of this and more. Is there a particular reason you are looking for another email solution or were you just curious?

To break it down:
im looking for a method to share and store emails
As stated above, Exchange can already do this.
i need to be able to share and store emails and give access to a team of people
Are these people internal or external users? Does each user require their own login?
we will also need to be able to share these externally
Not a problem, you can grant them access to Outlook Web Access (OWA for short) which can be also be accessed externally. The external users would just access this via their browser.
be able to quickly / easily search thiose emails
You can do this within OWA.
0
 

Author Comment

by:dougdog
ID: 40437065
should i use a mailbox or a public folder?
if i give external users access i have to create the a domain account with domain access
0
Backup Solution for AWS

Read about how CloudBerry Backup fully integrates your backups with Amazon S3 and Amazon Glacier to provide military-grade encryption and dramatically cut storage costs on any platform.

 

Author Comment

by:dougdog
ID: 40437074
i was also worried about filling the database
basically every time we start work on a new project  we need a shared location
0
 
LVL 5

Expert Comment

by:A Karelin
ID: 40437090
I think more convenient will use the shared mailbox then public folders.
You can export mailbox to pst file and archive this.
And yes, you have to create domain accounts, but you can use ACL and firewalls and another ways for protect.
0
 
LVL 24

Expert Comment

by:VB ITS
ID: 40437200
You'll want to use a mailbox if external users will need access to this email address as well.

With your concern regarding the database growing, are you expecting a large amount of emails with attachments? You can implement policies to restrict the size of the mailbox to prevent it from going too large.
0
 

Author Comment

by:dougdog
ID: 40437335
is this widely used for a document management systems of emails
0
 

Author Comment

by:dougdog
ID: 40437746
how can i set security on folders
0
 
LVL 24

Expert Comment

by:VB ITS
ID: 40439218
how can i set security on folders
Sorry but please clarify what you are referring to here. Are you talking about folders within the mailbox and restricting a certain's users access to only specific folders or are you talking about folders within Windows Explorer?
0
 

Author Comment

by:dougdog
ID: 40439386
no im looking to have a document management system for emails
but for example if i use a mailbox and create subfolders under inbox i have no way of controling security to the folders like ntfs permissions in windows explorer file shares
also by using a mailbox i cant remove the calendar contacts etc
all i need is to be able to have a folder structure to store emails in that is fast and easily searched
public folders might be an option but they can not be access via mobile devices
0
 
LVL 5

Expert Comment

by:A Karelin
ID: 40439398
I think there can use Set-MailboxFolderPermission for set access rights for folders, calendar and contacts.
Create a test enviroment and check various scenarios.
0
 
LVL 24

Expert Comment

by:VB ITS
ID: 40439416
but for example if i use a mailbox and create subfolders under inbox i have no way of controling security to the folders like ntfs permissions in windows explorer file shares
You can indeed actually control security on folders within a mailbox. One thing you can't do though is control security on specific items within the folder. You could theoretically grant someone access to just the Inbox and nothing else. There are of course third party solutions out there but so far Exchange can mostly meet your requirements as far as I can see.
0
 

Author Comment

by:dougdog
ID: 40439425
how can i set security?
is this something that i could easily allow project team managers to control
0
 

Author Comment

by:dougdog
ID: 40446914
how do i set permissions on the mailbox sub folders?
0
 
LVL 5

Expert Comment

by:A Karelin
ID: 40446925
???
I wrote above.
0
 

Author Comment

by:dougdog
ID: 40446964
is there no other way than Set-MailboxFolderPermission
this would not be very user freindly for end users to manage
0
 
LVL 5

Accepted Solution

by:
A Karelin earned 333 total points
ID: 40446969
Try click right button on folder in Outlook and chech security tab.
0
 

Author Comment

by:dougdog
ID: 40447023
would it also be possible to do away with the folders
calendar
contacts
sent items etc

also could i rename inbox
0
 
LVL 24

Expert Comment

by:VB ITS
ID: 40447061
Sorry dougdog, missed your response. You can control access to specific folders using the below method:

If you are using Outlook 2007, right click on Mailbox - NameProperties for "Mailbox - Name"...
If you are using Outlook 2010/2013, right click on email@company.comData File Properties...
Click on the Permissions tab > Add the user from the Address Book > grant them Reviewer access (they don't need anything more than Reviewer access for these purposes)
Now right click on whatever folder you want to give them access to, e.g. Inbox, and then go to PropertiesPermissions tab > Add the user from the Address Book > specify the required access to the folder.

The user then just has to add the mailbox to Outlook and they will only see the Inbox and nothing else. Here's a screenshot of what it'd look like to the user accessing the shared mailbox:
Restricted-Mailbox-Access.pngNotice how they don't see the Calendar, Drafts, Sent Items folders or anything else? You can even restrict it so that they have only Reviewer access where they can read emails but not delete them.
0
 
LVL 24

Expert Comment

by:VB ITS
ID: 40447063
would it also be possible to do away with the folders
calendar
contacts
sent items etc
See above.
also could i rename inbox
You don't need to, just create a new folder in the shared mailbox then use my steps above to grant them access to this folder only.
0
 

Author Comment

by:dougdog
ID: 40447075
will they be able to see these subfolders in owa
and on mobile devices
just trying to figure out which is best shared mailbox or public folder
0

Featured Post

On Demand Webinar - Networking for the Cloud Era

This webinar discusses:
-Common barriers companies experience when moving to the cloud
-How SD-WAN changes the way we look at networks
-Best practices customers should employ moving forward with cloud migration
-What happens behind the scenes of SteelConnect’s one-click button

Question has a verified solution.

If you are experiencing a similar issue, please ask a related question

This article explains in simple steps how to renew expiring Exchange Server Internal Transport Certificate.
This is my first article on Expert Exchange on the Manual Method of Exporting Office 365 Mailboxes to PST format by using the eDiscovery mechanism of Office. Hope you will enjoy the article.
In this sixth video of the Xpdf series, we discuss and demonstrate the PDFtoPNG utility, which converts a multi-page PDF file to separate color, grayscale, or monochrome PNG files, creating one PNG file for each page in the PDF. It does this via a c…
In a recent question (https://www.experts-exchange.com/questions/28997919/Pagination-in-Adobe-Acrobat.html) here at Experts Exchange, a member asked how to add page numbers to a PDF file using Adobe Acrobat XI Pro. This short video Micro Tutorial sh…

733 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question