Looking for solutions for large inbox

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rolandk10

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Joined
Oct 17, 2005
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121
I have a client that had another service company as their virtual IT for a couple years. They ended up switching to me after some problems and now I'm stuck with the fun task of coming in behind someone else and trying to keep their network performing normally. Of course they had no passwords for anything except the server admin so I have had to reset a few pieces of hardware and set them back up. It's been a little bumpy but we are mostly back in action.

The problem:

They have windows 2003 SBS running exchange. The way it was originally set up, three users log into the same account on three different machines and share everything from outlook to the synced documents folders. I will be changing this soon to have everyone on their own user name but the owners have been putting this change off as to not disrupt their comfort zone.

In the mean time, I get calls from them every now and then that the network is unacceptably slow. Of course when I get there to check, I find no unusual response times except for outlook.

The inbox had never been archived and has grown to well over 8000 emails many with large attachments. I am looking for the best solution to decrease the size of the inbox while still having easy access to archived emails for the users who all share the same email. Since I've never serviced a company who has been so dependent on huge emails, I've never researched the best way to do this. Other clients I have just use pop3 in their outlook and delete most of what they get so the inbox never gets too big.

Does Auto archiving store the archived emails on the server where everyone who logs into that user name will still see the emails? Should I just copy the emails out of outlook all together and put the coresponding customer inboxes in to their individual customer folders? If so, can I add to these archives with newly archived emails at a later date?

Aby other ideas?

Thanks

Roland
 
Joined
Oct 10, 2006
Messages
550
I don't have an answer but a suggestion for a possible long term solution.

How about each person having their own account? And, and... having all incoming messages going to the appropriate user's box?

That would be a good start...
 

rolandk10

Thread Starter
Joined
Oct 17, 2005
Messages
121
Absolutly. Plans are underway for that change now. In the meantime, the owner is looking for possible imediate solutions.

The roadblock to the change happening is actually for leagal reasons they tell me. The client is an attourney and his "girls" often reply to email and corespond with clients on his behalf. Although all of this is authorized by him, if the emails come from an address or person who is not an attourney, apparently, any legal advice contined in the emails could become an issue. That's why they all share on email address at the moment.
 
Joined
Apr 23, 2004
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2,960
With Exchange, users can send mail "on behalf of" other users. It's a fairly common practice among larget corporations where an admin assistant will send mail on behalf of their executive.
 
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