Shared Email? 1

[RustyAfro]

SBS 2003 R2

I am trying to find resources that describe solutions for sharing a few email folders.

Basically, I want a "general@mycompany.com" and a "fax@mycompany.com".

The fax email will be used by Fax Services to send incoming faxes too.

What I can't figure out is how to setup these "public" email folders and how to setup the clients Outlook 2003 to see them.

Do I need to make a user "fax" and "General", or is there a way to create new folders that act as email inboxes? Any step by step help to do this would be greatly appreciated .

Thanks

 

[ShackDaddy]

Using the admin account, log onto a workstation an open up Outlook. Then go into the Folder View and look at the public folders. Create a new folder there called IncomingFaxes. Get properties on this folder and set the permissions (who is allowed to delete/view the items.) Then Configure the folder to have its own email address! Now when faxes come in and are set to be delivered to IncomingFaxes@company.com, they will show up in this folder that everyone has access to. Take the general principles here and apply them to other internal work processes!

ShackDaddy
Shackelford Consulting

 

[ShackDaddy]

You might not be able to set the email address in the properties you see in Outlook. If you can't, get on the server and use the Server Manager Advanced section -> First Organization -> Folders -> Public Folders and get properties on the fax folder that you created in Outlook. You'll have an EmailAddresses tab there where you can configure/add email addresses.

ShackDaddy
Shackelford Consulting

 

[RustyAfro]

Thank you ShackDaddy, that was exactly what I was hoping for.

Similarly, what is the best way to have a shared calendar and shared contacts for clients? Basically a place to add patient appointments for a medical office and patient contacts that all users in outlook could access/update?

Thanks again

 

[ShackDaddy]

Do the same thing as above, but when you are creating the public folder, pay attention to the TYPE of folder you are creating. The screen that you name the new container on is also the screen on which a dropdown chooses the type of container. You can choose Calendar, Task and Contacts containers.

ShackDaddy
Shackelford Consulting

 

[RustyAfro]

I just ran into a problem with the folder email "fax".

When I send an email to "fax@mycompany.com", it is returned undeliverable stating:

Your message did not reach some or all of the intended recipients.

      Subject:	test5
      Sent:	1/15/2007 12:30 PM

The following recipient(s) could not be reached:

      fax on 1/15/2007 12:30 PM
            The e-mail account does not exist at the organization this message was sent to.  Check the e-mail address, or contact the recipient directly to find out the correct address.

However, when I go to a public email domain and send an email to "fax@mycompany.com" it does get received by the public folder.

My concern is that my fax services are set to send the fax to "fax@mycompany.com" and it looks like that emails sent internally to that address fail because SBS knows there isn't a "real" email address for it. Any ideas how to correct this?

 

[ShackDaddy]

Ok, in the Exchange System Manager, right click the Fax folder and choose "All Tasks". Choose "Mail Enable". That might set it up properly for internal mailing. Let me know if it doesn't, and I'll follow up.

ShackDaddy
Shackelford Consulting

 

[RustyAfro]

I wasn't able to find the Exchange System Manager...still new to SBS. Could you point me to it?

 

[ShackDaddy]

Server Manager Advanced section -> First Organization is the Exchange System Manager. You can also find the Exchange System Manager from the Programs Menu -> Microsoft Exchange -> System Manager.

ShackDaddy
Shackelford Consulting

 

[RustyAfro]

Ah, it is the same thing. Ok, when I r.click on the fax folder, all I have is "properties". I do not see an "all tasks" area to modify?

 

[ShackDaddy]

I just checked two different servers and created new test folders to make sure this is easy. So uh...it is! Keep looking.

First Organization -> Folders -> Public Folders and then right-click on the Fax folder. You should see an "All Tasks" option.

ShackDaddy
Shackelford Consulting

 

[RustyAfro]

Ok, found it...thanks for your patience. When I clicked enable email, I receive a notification that the folder is already mail enabled.

I tried again (sending an email to fax@mycompany.com) and it failed. However, sending a test email through an external email client still works.) This one is strange :-/

 

[ShackDaddy]

try undoing the first email address you added, the doing the "mail enable" again. Maybe it doesn't work right if you don't use the "mail enable" wizard.

ShackDaddy
Shackelford Consulting

 

[RustyAfro]

About the address. When I setup the folder in the client Outlook, then went to the server, there were 3 email addresses already present "fax@mycompany.com", "fax@mycompany.lan", and an "x400". I tried to remove them all, but the ".com" is not removable.

Even if I add the folder through the server, those email addresses are created. Does this help diagnose the problem?

 

[ShackDaddy]

If you haven't solved this yet, if I were you, I'd delete the public folder altogether, recreate a folder with a slightly different name, and do the "Enable Mail" thing instead of creating an email address.

ShackDaddy
Shackelford Consulting

 

[RustyAfro]

I went to my office and sent a fax from a physical fax machine and the server did receive it and put it in the fax@mycompany.com email public folder. So I don't technically have a problem. If I do figure out the cause of the issue above, I'll post it.

Thanks again ;0)