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Help with attachments in multiple emails in Exchange 2013/Outlook 2013

Jerry Seinfield
Jerry Seinfield asked
on
Hello Experts,

I have a customer who is looking to reduce storage space, and asked me to figure out if there is a way in Exchange 2013 to identify within email chains or regular emails to prevent that an attachment is sent multiple times when responding or forwarding emails.

For example, if one user sent, respond or forward an email with a attachment to 20 users, instead the attachment is sent 20 times, there should be a link attached to the email that points to that attachment, so that users can download it later on to their computers

Is that technically possible in Exchange 2013 using native tools or transport rules? If so could you please provide details of the implementation?

If not,

Are you aware of a third party application that can be used for this task?

Thanks in advance
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Qlemo"Batchelor", Developer and EE Topic Advisor
Top Expert 2015

Commented:
Of course you always can use VBA code on Send, but that requires to have that running on each client. Certainly not the best solution. The same will most probably apply to 3rd-party software, as it will have to run on the client too.
EE Solution Guide - Technical Dept Head
Most Valuable Expert 2017
Commented:
Please check my comments in this. It is reduced already upto 93% in Exchange2013
https://social.technet.microsoft.com/Forums/office/en-US/bc137303-e4d7-4acb-b804-018f1b362879/should-i-have-limits-on-mailbox-sizes?forum=exchangesvradmin.

Exchange already has de-duplication feature. A message sent to multiple users will be stored once and each user will have a pointer to it. When a brick-level backup is performed this de-duplication is undone, and each mailbox is backed up separately.

Author

Commented:
Anybody else?
Qlemo"Batchelor", Developer and EE Topic Advisor
Top Expert 2015

Commented:
So automatic de-duplication inside of Exchange does not suffice for the custormer? Do they need something working for exernal receipients? Would be difficult ...

Author

Commented:
can you please elaborate on the de-duplication inside Exchange? They said they can see the same attachment for any email sent or receive during every process

do we have to perform an additional configuration on the server to allow de-duplication?
Qlemo"Batchelor", Developer and EE Topic Advisor
Top Expert 2015

Commented:
I don't think there is much to add to what MAS wrote. Yes, they all see the same atachments, but they are stored only once in Exchange.