Rule Question

  • Thread starter Richard K
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Richard K

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

 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
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.

"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
>
>
>
>

 
R

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.
>
> >

>

>

>
>

>

>
>

>

>
>

>

>
> "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
>>
>>
>>
>>

 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
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.

"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.
>>
>> >>

>>

>>

>>
>>

>>

>>
>>

>>

>>
>>

>>

>>
>> "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
>>>
>>>
>>>
>>>

 
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