SBS2003 with Exchange 2003/Outlook 2003 clients (7 total)

I have a very specific need and am looking for guidance on how to approach 
it. The 7 people in my office constantly get incoming and we send emails out 
that are specific to certain projects.  What each user doesn't see is the 
communication that the other 6 users have related to these projects.  I 
thought about telling users that each time they send an email or receive an 
email related to a project to put a copy in a designated Public Folder so 
that everyone can see all of the correspondence.  This relates more to 
outbound emails than inbound.  Now the only problem is leaving it to the 
users to (or forgetting to) put a copy of that correspondence.

Then I thought about creating an email address in Exchange just for that 
project (call it ProjectA), so when the users send outbound mails all they 
need to do is cc "ProjectA" and then in the ProjectA mailbox I can create a 
rule that says when mail comes in to put a copy in the respective Public 
Folder.  The user would also have the ability to verify that email address 
in the cc because it would be an actual email account on the Exchange.

What would you do here to solve this problem?

Thanks!

-Richard K


 

I would make a mail enabled public folder for each project and have the 
users CC the folder. A distribution group works also but public folders 
allow users to keep the project mail all together without duplicating it to 
7 mailboxes. They will need to get in the habit of checking the PF every now 
and again and CCing others if its important.

You can use after sending rules to CC the messages to the proper folder, 
based on who its sent to or words in the subject or body. Incoming rules can 
use similar conditions and forward to the folder.

-- 
Diane Poremsky [MVP - Outlook]
Outlook Tips: http://www.outlook-tips.net/
Outlook & Exchange Solutions Center: http://www.slipstick.com/

Outlook Tips by email:
mailto:dailytips-subscribe-request@lists.outlooktips.net

EMO - a weekly newsletter about Outlook and Exchange:
mailto:EMO-NEWSLETTER-SUBSCRIBE-REQUEST@PEACH.EASE.LSOFT.COM

Poll: What version of Exchange server do you use?
http://forums.slipstick.com/showthread.php?t=33803

"Richard K" <rkokoski@foxdentechllc.com> wrote in message 
news:OI7V6sfmKHA.6096@TK2MSFTNGP02.phx.gbl...
> SBS2003 with Exchange 2003/Outlook 2003 clients (7 total)
>
> I have a very specific need and am looking for guidance on how to approach 
> it. The 7 people in my office constantly get incoming and we send emails 
> out that are specific to certain projects.  What each user doesn't see is 
> the communication that the other 6 users have related to these projects. 
> I thought about telling users that each time they send an email or receive 
> an email related to a project to put a copy in a designated Public Folder 
> so that everyone can see all of the correspondence.  This relates more to 
> outbound emails than inbound.  Now the only problem is leaving it to the 
> users to (or forgetting to) put a copy of that correspondence.
>
> Then I thought about creating an email address in Exchange just for that 
> project (call it ProjectA), so when the users send outbound mails all they 
> need to do is cc "ProjectA" and then in the ProjectA mailbox I can create 
> a rule that says when mail comes in to put a copy in the respective Public 
> Folder.  The user would also have the ability to verify that email address 
> in the cc because it would be an actual email account on the Exchange.
>
> What would you do here to solve this problem?
>
> Thanks!
>
> -Richard K
>
>
>
> 

how do you make a "mail enabled" public folder?

"Diane Poremsky [MVP]" <outlookmvp@msn.com> wrote in message 
news:OfLSg8fmKHA.2188@TK2MSFTNGP04.phx.gbl...
> I would make a mail enabled public folder for each project and have the 
> users CC the folder. A distribution group works also but public folders 
> allow users to keep the project mail all together without duplicating it 
> to 7 mailboxes. They will need to get in the habit of checking the PF 
> every now and again and CCing others if its important.
>
> You can use after sending rules to CC the messages to the proper folder, 
> based on who its sent to or words in the subject or body. Incoming rules 
> can use similar conditions and forward to the folder.
>
> -- 
> Diane Poremsky [MVP - Outlook]
> Outlook Tips: http://www.outlook-tips.net/
> Outlook & Exchange Solutions Center: http://www.slipstick.com/
>
> Outlook Tips by email:
> mailto:dailytips-subscribe-request@lists.outlooktips.net
>
> EMO - a weekly newsletter about Outlook and Exchange:
> mailto:EMO-NEWSLETTER-SUBSCRIBE-REQUEST@PEACH.EASE.LSOFT.COM
>
> Poll: What version of Exchange server do you use?
> http://forums.slipstick.com/showthread.php?t=33803
>
> "Richard K" <rkokoski@foxdentechllc.com> wrote in message 
> news:OI7V6sfmKHA.6096@TK2MSFTNGP02.phx.gbl...
>> SBS2003 with Exchange 2003/Outlook 2003 clients (7 total)
>>
>> I have a very specific need and am looking for guidance on how to 
>> approach it. The 7 people in my office constantly get incoming and we 
>> send emails out that are specific to certain projects.  What each user 
>> doesn't see is the communication that the other 6 users have related to 
>> these projects. I thought about telling users that each time they send an 
>> email or receive an email related to a project to put a copy in a 
>> designated Public Folder so that everyone can see all of the 
>> correspondence.  This relates more to outbound emails than inbound.  Now 
>> the only problem is leaving it to the users to (or forgetting to) put a 
>> copy of that correspondence.
>>
>> Then I thought about creating an email address in Exchange just for that 
>> project (call it ProjectA), so when the users send outbound mails all 
>> they need to do is cc "ProjectA" and then in the ProjectA mailbox I can 
>> create a rule that says when mail comes in to put a copy in the 
>> respective Public Folder.  The user would also have the ability to verify 
>> that email address in the cc because it would be an actual email account 
>> on the Exchange.
>>
>> What would you do here to solve this problem?
>>
>> Thanks!
>>
>> -Richard K
>>
>>
>>
>> 

the admin does it from the Management console on the server - create the 
folder (can do this in outlook) or select an existing public folder and 
right click, All tasks, then choose mail enable.

I'm going from memory - if its not close enough to get you pointed in the 
right direction, I'll dig up my old SBS VM to get the exact steps.


-- 
Diane Poremsky [MVP - Outlook]
Outlook Tips: http://www.outlook-tips.net/
Outlook & Exchange Solutions Center: http://www.slipstick.com/

Outlook Tips by email:
mailto:dailytips-subscribe-request@lists.outlooktips.net

EMO - a weekly newsletter about Outlook and Exchange:
mailto:EMO-NEWSLETTER-SUBSCRIBE-REQUEST@PEACH.EASE.LSOFT.COM

Poll: What version of Exchange server do you use?
http://forums.slipstick.com/showthread.php?t=33803

"Richard K" <rkokoski@foxdtechllc.com> wrote in message 
news:unDjdWgmKHA.1824@TK2MSFTNGP04.phx.gbl...
> how do you make a "mail enabled" public folder?
>
> "Diane Poremsky [MVP]" <outlookmvp@msn.com> wrote in message 
> news:OfLSg8fmKHA.2188@TK2MSFTNGP04.phx.gbl...
>> I would make a mail enabled public folder for each project and have the 
>> users CC the folder. A distribution group works also but public folders 
>> allow users to keep the project mail all together without duplicating it 
>> to 7 mailboxes. They will need to get in the habit of checking the PF 
>> every now and again and CCing others if its important.
>>
>> You can use after sending rules to CC the messages to the proper folder, 
>> based on who its sent to or words in the subject or body. Incoming rules 
>> can use similar conditions and forward to the folder.
>>
>> -- 
>> Diane Poremsky [MVP - Outlook]
>> Outlook Tips: http://www.outlook-tips.net/
>> Outlook & Exchange Solutions Center: http://www.slipstick.com/
>>
>> Outlook Tips by email:
>> mailto:dailytips-subscribe-request@lists.outlooktips.net
>>
>> EMO - a weekly newsletter about Outlook and Exchange:
>> mailto:EMO-NEWSLETTER-SUBSCRIBE-REQUEST@PEACH.EASE.LSOFT.COM
>>
>> Poll: What version of Exchange server do you use?
>> http://forums.slipstick.com/showthread.php?t=33803
>>
>> "Richard K" <rkokoski@foxdentechllc.com> wrote in message 
>> news:OI7V6sfmKHA.6096@TK2MSFTNGP02.phx.gbl...
>>> SBS2003 with Exchange 2003/Outlook 2003 clients (7 total)
>>>
>>> I have a very specific need and am looking for guidance on how to 
>>> approach it. The 7 people in my office constantly get incoming and we 
>>> send emails out that are specific to certain projects.  What each user 
>>> doesn't see is the communication that the other 6 users have related to 
>>> these projects. I thought about telling users that each time they send 
>>> an email or receive an email related to a project to put a copy in a 
>>> designated Public Folder so that everyone can see all of the 
>>> correspondence.  This relates more to outbound emails than inbound.  Now 
>>> the only problem is leaving it to the users to (or forgetting to) put a 
>>> copy of that correspondence.
>>>
>>> Then I thought about creating an email address in Exchange just for that 
>>> project (call it ProjectA), so when the users send outbound mails all 
>>> they need to do is cc "ProjectA" and then in the ProjectA mailbox I can 
>>> create a rule that says when mail comes in to put a copy in the 
>>> respective Public Folder.  The user would also have the ability to 
>>> verify that email address in the cc because it would be an actual email 
>>> account on the Exchange.
>>>
>>> What would you do here to solve this problem?
>>>
>>> Thanks!
>>>
>>> -Richard K
>>>
>>>
>>>
>>>