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Is there anyway to only download new emails using POP3 from exchange?

By mlieberman ·
I had been trying to get funding to purchase a static IP and transfer our external emails over to our exchange server and finally was able to do so. So all of our emails go directly exchange now. However some people use multiple computers to access emails so I set up pop3 connections so they only download new emails, because my boss gets thousands of emails and he doesn't want to be forced to archive emails to pull them off the exchange server. Is there anyway that on his mobile or his home computer he can just download emails from the past day or two?

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This must be an archiving nightmare for you..

by ThumbsUp2 In reply to Is there anyway to only d ...

I don't know about the records retention laws in your state or your records retention policy or your retrieval process should you have a discovery request asking for all emails pertaining to a particular subject which has landed in court.... but it must be a nightmare for you to try and find where everything is stored, since you're bypassing Exchange by POPing emails to various computers (which can die) and have a BOSS who thinks his own Exchange account has unlimited space available so he can store years of emails on the server and now wants to be selective about which emails he looks at.

Hopefully, you've got a good archiving/retrieval solution in place, although I don't know how you possibly could.

Have you ever considered using Outlook Web Access (OWA) to let your people check their Exchange email using a web browser instead of an email client while using those multiple computers?

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Yeah I thought that might be the case

by mlieberman In reply to This must be an archiving ...

Mainly the CEO of the company does not want any emails outside of his one inbox, he doesn't want to go through the effort of doing anything else. And if I end up setting up autoarchiving for him, he freaks out if he doesn't instantly have access to an email from 2 years ago. It also doesn't help that he has a lot of personal email on his work account. When we had email set up externally through our webhost, it was alright because if he was out of the office I set it up that it wouldn't autodownload any emails, so he could just receive new emails to his mobile while old emails stayed in outlook. Now that I've moved everything over to exchange it's become a nightmare, mainly just in his case, since everyone else doesn't mind old emails being archived. I still need to figure out some way to fix this issue. I might even force him to start archiving emails. Are there any settings in Exchange that I can force emails lets say older than 3 months to just be downloaded to his computer and removed from his Exchange mailbox?

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Microsoft Technet to the rescue....Hosted Archive

by CG IT In reply to Yeah I thought that might ...

Many an enterprise has come up against this problem and Microsoft Hosted Archive can be a solution without a large added expense. @ about $2.00 per month per user, you can setup hosted archive for those employees who really need it and not have hosted archive for those who don't really need it.

http://technet.microsoft.com/en-us/library/cc164320

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There are others as well....

by ThumbsUp2 In reply to Microsoft Technet to the ...

We're currently hosting Exchange with a 3rd party and POPing it all back to a POP3 email address where we can archive it. We're looking at a 4th party to do the archiving since USA.NET's new archiving feature isn't working the way we need it to work for search capabilities (certain people need to search the whole company, others only need to search their own department).

Even if you're hosting your own Exchange, 3rd party archiving abounds all over the place.

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There are other 3rd party providers for archiving

by CG IT In reply to There are others as well. ...

I'm surprised that the original poster didn't do some research on archiving, especially on Microsoft Technet since they run exchange. a query on archiving for exchange would have produced the link I gave for 3rd party archiving and with that should have led to "hey, if MS has a solution, maybe there are others".

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Explain to him what Storage Limits means

by ThumbsUp2 In reply to Yeah I thought that might ...

Frankly, I would explain to him that his Exchange account does not have unlimited storage capacity, that it is much like a file cabinet in his office. When the file cabinet becomes overloaded, the drawers will no longer open without destroying (tearing or crumpling) something. Old documents and files must eventually be put into boxes in the store room where they are available if needed. Tell him he MUST archive older emails into some sort of PST file (archive.pst, outlook.pst, even multiple pst files) stored on his computer or a network file server somewhere OR his Exchange account will eventually cease to function at all and you could loose the whole thing.

Then, be sure to remind him of the records retention laws as well as discovery/retrieval capabilities when asked to produce them for a court case (and that includes his personal emails sent to his company account) and the penalties associated with not being able to produce them. Ask him if he wants to give the lawers his Exchange email account username/password so they can search through his entire account to find what they're looking for?

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Re: Exchange & Mobile devices

by christianshiflet In reply to Is there anyway to only d ...

Since I don't see it posted yet I thought I would add that if you are hosting your own Exchange server and your boss has a Windows Mobile or Blackberry phone he could use his phone to access Exchange. With Windows Mobile & Active Sync you can set it to only download the last 3 or so days worth of messages. It works quite well and may be a simple solution. As for his home PC, I would recommend Outlook Web Access, as was previously mentioned.

If that helps or you have further questions, please let us know.

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