floyd197
asked on
SBS 2011 - Sending emails automatically to another address
I Have been asked to try and sort/setup the following problem on a SBS 2011 system with Outlook 2013
There are two non office based workers. One of the users in the office wanted to have access to their emails, mainly so that if they forgot to copy the office in on any of them, they could be seen, and if need be printed. I opened the two mailboxes in Outlook which gave them
access. The problem is if any emails are deleted or put in another folder, before the user in the office has time to look they will not know where to find them.
As it turns out this is not exactly what they wanted. What they want, if possible is to have any emails that are sent
to the non office based users, automatically be sent to the email address at the office so that there is a copy there.
they would like this to happen automatically so there is no user intervention.
It is mostly for received emails that they would like this, but would like this to be extended to sent items
if possible.
Is this possible to do and if so how do I go about it.
Hope this makes sense
Thanks
Floyd197
There are two non office based workers. One of the users in the office wanted to have access to their emails, mainly so that if they forgot to copy the office in on any of them, they could be seen, and if need be printed. I opened the two mailboxes in Outlook which gave them
access. The problem is if any emails are deleted or put in another folder, before the user in the office has time to look they will not know where to find them.
As it turns out this is not exactly what they wanted. What they want, if possible is to have any emails that are sent
to the non office based users, automatically be sent to the email address at the office so that there is a copy there.
they would like this to happen automatically so there is no user intervention.
It is mostly for received emails that they would like this, but would like this to be extended to sent items
if possible.
Is this possible to do and if so how do I go about it.
Hope this makes sense
Thanks
Floyd197
SOLUTION
membership
This solution is only available to members.
To access this solution, you must be a member of Experts Exchange.
ASKER
Hi. Yes they do have email address on the exchange server. There is only one user that needs to see the emails.
As in the first post it does concern me about mailbox size with all the additional emails.
thanks
As in the first post it does concern me about mailbox size with all the additional emails.
thanks
ASKER CERTIFIED SOLUTION
membership
This solution is only available to members.
To access this solution, you must be a member of Experts Exchange.
Even though it is only one user it is best to use a separate account to manage these emails, don't be tempted to set this user up as the admin mailbox as it will be very difficult to manage. Plus if another user needs to see these emails then they can view this mailbox too...
ASKER
Does that mean using a different email address and new user account. Not sure they will want another different email as all the admin goes to Enquiries.Another user will not be required to see it.
The email address doesn't have to be named "admin" - it can be anything
But in short, yes it would be a separate email inbox.
The reason I would keep it separate is that it keeps administration of the mailbox simple. If you integrate it with an existing user, and rely on them to keep them under control, then I think it will lead to more issues - based on experience.
As a separate mailbox you can track its size and purge all unwanted emails quickly without having to filter the users own email.
You could use inbox rules to separate the email into another folder within that users inbox but you are still reliant on the user keeping an eye on mailbox levels.
And you can guarantee that someone else will need access to that mailbox at some point in the future...
Its down to personal preference and the demands of the user but personally I would keep it seperate
But in short, yes it would be a separate email inbox.
The reason I would keep it separate is that it keeps administration of the mailbox simple. If you integrate it with an existing user, and rely on them to keep them under control, then I think it will lead to more issues - based on experience.
As a separate mailbox you can track its size and purge all unwanted emails quickly without having to filter the users own email.
You could use inbox rules to separate the email into another folder within that users inbox but you are still reliant on the user keeping an eye on mailbox levels.
And you can guarantee that someone else will need access to that mailbox at some point in the future...
Its down to personal preference and the demands of the user but personally I would keep it seperate
ASKER
Excellent. Just what I ws looking for.
https://technet.microsoft.com/en-us/library/bb851509%28v=exchg.80%29.aspx
You can apply this to sent items using a transport rule, as below, again to the "admin mailbox"
http://www.bursky.net/index.php/2012/03/copy-emails-on-exchange-to-another-mailbox/
Keep an eye on the storage of the mailbox as it could grow rapidly dependent on the mail volumes.....