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  • Inboxes of Resources collecting messages and reminders

    Exchange 2000 / Server 2000

    We have a handful of Resources (rooms) that are available in our agency. The Resources show up in the address book so that they can be selected when doing Meetings. The problem is that users have a habit of selecting all the names in the address book to send out messages, instead of the distribution list that contains only actual users (not resources).

    Is there a way to stop the Resource mailboxes from holding mail in their Inboxes? They obviously need to receive their meeting requests so that the resources can be booked. It just gets annoying having to open each Resource mailbox with Outlook solely for the purpose of deleting messages and clearing Reminders. (Which is another odd issue. Why does a Resource need a reminder? I would think the system would ignore those for Resources.)

    We'll be upgrading to Exchange 2003 in the near future, but I still need to clear out all junk from these mailboxes before migrating them. Maybe Exchange 2003 is a little more logical in how this works. Thanks in advance for any input.

  • #2
    Re: Inboxes of Resources collecting messages and reminders

    Have you not created distribution lists so that users don't need to select users manually to send broadcast type email messages? If you have, perhaps you need to promote them a little more. I find the "space in front of the display name" trick works well as it puts the list at the top of the list.

    Otherwise you need to configure a mailbox manager policy for those mailboxes to flush out their inboxes.
    http://www.msexchange.org/tutorials/MF012.html

    Simon.
    --
    Simon Butler
    Exchange MVP

    Blog: http://blog.sembee.co.uk/
    More Exchange Content: http://exchange.sembee.info/
    Exchange Resources List: http://exbpa.com/
    In the UK? Hire me: http://www.sembee.co.uk/

    Sembee is a registered trademark, used here with permission.

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    • #3
      Re: Inboxes of Resources collecting messages and reminders

      Thank you for the excellent link. We'll definitely look into that.

      Our Exchange server was never configured to be everything it could be. We do have Distribution Lists created, but they exist in a Public Folder. Most people can't be bothered to look in the public folder.

      I know this is going to sound like a stupid question, but how are you getting Distribution Lists into your GAL? If these lists were at the top of the GAL (when people click the "To:" button on a new message), it would make so much more sense. Do the lists have to be manually maintained with employee turnover, or will the system generate them based on filters?

      Again, thanks for taking the time to point me in the right direction.

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      • #4
        Re: Inboxes of Resources collecting messages and reminders

        If you have something in a public folder then that is a personal distribution list. What I mean is a mail enabled group in AD.
        Right click on Users in ADUC on the Exchange Server and choose New, Group. Then follow the wizard.

        Simon.
        --
        Simon Butler
        Exchange MVP

        Blog: http://blog.sembee.co.uk/
        More Exchange Content: http://exchange.sembee.info/
        Exchange Resources List: http://exbpa.com/
        In the UK? Hire me: http://www.sembee.co.uk/

        Sembee is a registered trademark, used here with permission.

        Comment

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