Is there a way that we can share outlook folders (and the emails within them) without losing our POP set-up?

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Outlook
Outlook 2003
SBS 2003
This question was submitted on SearchExchange.com I have am small office running just 2-3 computers. I also have a server used specifically for file and application sharing (running SBS 2003 R2). I do not use the Exchange feature but instead download emails directly to the computers using Outlook (2003). This works absolutely fine and, due to our small size, we see no great benefit in setting up Exchange Email (it could be detrimental in that we are not always in the server network and often turn the server off to be green, but still want to download our emails remotely). My question is this. Is there a way that we can share outlook folders (and the emails within them) without losing our POP set-up? Is it possible to download emails in our usual way but take advance of a SBS/Exchange feature meaning we can email folder share? Also, I manually have to back up .pst file from the computers to the server, which is a pain. What I do to streamline the setup without making things more convoluted or complicated?

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You need to scrap this solution entirely.

Reconfigure Outlook as a MAPI Exchange client, which is the way that it was intended to be used. Doing so will enable the office to take advantage of the rich e-mail and collaboration features and functionality built into Exchange and Outlook. You already own it, so you might as use it.

You are using Outlook 2003 which can be configured to use cached mode which will create an offline storage (.OST) file, allowing users to access their mailbox when disconnected from the network. The best part about this is that all data is preserved on the server which makes it easy to manage and back up; also, all changes made while offline are synchronized with the server when users connect to the network.

I understand the desire to go green, if you will, but the power draw from turning on the servers in the morning in all actuality probably cancels any energy and cost savings throughout the night. It’s also important to consider that turning the servers on and off shortens the life span of its electrical components resulting from constant expansion and contraction.

Choosing to leave the servers on also opens up additional options such as deploying OWA which is installed and enabled for all users by default; however, it should be deployed with SSL to prevent data, including user names and passwords from being transmitted “in the clear”. There is also RPC/HTTP(S) which enables users to use the full MAPI Outlook client over the Internet without first having to establish a VPN session.

.PST files have limitations associated with them such as being prone to corruption as they grow larger in size. You mention having to back up each file manually and the notion may be to store them on the network but that would make them inaccessible in the event that users are disconnected from the network; the files themselves are also not designed to support network input/output but file system input/output instead which can result in degraded performance and crashes for file servers.

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  • Gboisvert
    I know what ITKE want to achieve and the response by WRobinson may not be exactly what he wants. I think i have a similar situation: - Small network with 3 users, 1 of them i using a laptop. - SBS 2003 behind a router / firewall with no fixed IP (And no, we won't use ISA!) - They want to share contacts and other stuff - Fax modem that should forward the faxes to a shared mailbox (or Public Folder if you will) --> Some people said to get a fixed IP address and let Exchange send / receive mail, configuring Outlook to use Exchange. This solution is rejected because we use an external e-mail service to filter spam and mail collection is only by POP3. I thought about it and finally, i think that the users could keep their POP3 settings (their PC download the mail into a local file) + use Exchange public folder to share contacts and other stuff. I wonder if the laptop user should be configured with domain login (Out of the office for long periods). Does it makes sens? I'm new to SBS2003 and Exchange so advise / comment are welcome! I'm used to Communigate and MAPI Plugin for Outlook, it works very very well and setup is very flexible. I don't know if i'll be able to achieve what i said previously with SBS2003 / Exchange.
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