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Leave Exchange on server, remove POP3

By instrumentality ·
I have several users who would like to use the same Outlook 2002 profile with multiple accounts. The account they use with my company is an Exchange account. The others are POP3. Most of them will be accessing their Exchange accounts via POP3 as well, while some will be accessing the Exchange server directly.

I would like to be able to retain all company-related e-mails, so any messages which are sent or received on the Exchange server should not be removable. However, the users should be able to remove mail from the server on their other accounts.

It seems that Outlook provides an all-or-nothing situation - either you leave all mail on the server in your Exchange mailbox or you remove it all and store it in a personal folder file.

How can I set it so that all Exchange mail, whether it's accessed directly or extracted through POP3, is left on the server while all other mail is removed from its respective servers?

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Leave Exchange on server, remove POP3

by instrumentality In reply to Leave Exchange on server, ...

It looks like IMAP may provide a bit more flexibility in this regard, but it still seems that the user controls whether or not his/her e-mail gets removed from the server. I want this to be controlled at the server side. Any thoughts?

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Leave Exchange on server, remove POP3

by instrumentality In reply to Leave Exchange on server, ...

Point value changed by question poster.

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Leave Exchange on server, remove POP3

by brasslet In reply to Leave Exchange on server, ...

If I understand your question (and I think I do), the answer is both simple and probably not very helpful. If your mail clients use POP3 or IMAP to retrieve mail, there is no way for you to "force" them to leave it on the server.

I understand why you'd wnat the users to leave the mail on the server, that's the best way to prevent losing messages and other problems that result from users losing their mail. The only way to do this is to use Outlook with the Corporate/ Workgroup option or Outlook Web Access. There are many different ways to make these clients work well under virtually any situation. I know, I have the POP3 and IMAP4 protocols turned off on my Exchange servers and my users get their mail remotely all the time, from all over the world.

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Leave Exchange on server, remove POP3

by instrumentality In reply to Leave Exchange on server, ...

No, actually my main purpose is to make sure that all messages are housed centrally and that no one can delete their messages. We need to be able to keep company-related e-mail in the event that legal issues come up.

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Leave Exchange on server, remove POP3

by brasslet In reply to Leave Exchange on server, ...

Yes, that's exactly what I'm saying. You can't accomplish this if you allow POP3 and IMAP4 clients. They can download the messages from the server and there is nothing that you can do about it, thus no guarantee of centrally stored e-mail. You willnot be assured of being able to restore mail etc. if you allow POP3 and IMAP4 clients.

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Leave Exchange on server, remove POP3

by brasslet In reply to Leave Exchange on server, ...

Wait, maybe I was too hasty. Are you trying to prevent any mail, ever, from being removed?

A possiblity to consider is journaling, if you have the disk space.

Another possibility is to retain archive copies of backups -- say, every month end -- and configure deleted item retention for 30 days. You should be pretty well covered that way.

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Leave Exchange on server, remove POP3

by instrumentality In reply to Leave Exchange on server, ...

The question was auto-closed by TechRepublic

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Leave Exchange on server, remove POP3

by LEGJ1 In reply to Leave Exchange on server, ...

As a govt entity, this is what I am implementing... Exchange 2000 server, each Outlook 2002 Client has a mailbox on the server as well as a PST for personal e-mails. I keep all of the deleted items until they are backed up. Therefore, they control their personal e-mails and they are (for the most part) not stored on my server AND we are retaining every e-mail for legal purposes.

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Leave Exchange on server, remove POP3

by instrumentality In reply to Leave Exchange on server, ...

The question was auto-closed by TechRepublic

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Leave Exchange on server, remove POP3

by instrumentality In reply to Leave Exchange on server, ...

This question was auto closed due to inactivity

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