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Manipulating mail attachments destined for exchange

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  • Manipulating mail attachments destined for exchange

    Take for example an organization (domain.com) who hosts there mail on an exchange server. In the event that mail with an attachment of significant size is addressed to multiple recipients at (domain.com), does exchange automatically deliver the attachment to each mailbox and if so, is there the functionality for exchange to store one copy for each recipient to access rather than occupying unnecessary space for delivery to each person.

  • #2
    Re: Manipulating mail attachments destined for exchange

    it depends....
    Exchange has a feature called Singe Instance Storage:
    More information can be found here:
    http://support.microsoft.com/kb/175481
    If a message is sent to one recipient, and if the message is copied to 20 other recipients who reside in the same mailbox store, Exchange Server maintains only one copy of the message in its database. Exchange Server then creates pointers.

    These pointers link both the original recipient and the 20 additional recipients to the original message. If the original recipient and the 20 additional recipients are moved to another mailbox store, only one copy of the message is maintained in the new mailbox store.
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    • #3
      Re: Manipulating mail attachments destined for exchange

      I am assuming this won't be the same if the mail was hosted externally (ISP) and popped to clients (example being an outlook client) and synchronized with an internal Exchange server. If mail was copied to multiple recipients of the same external domain and popped, then synchronized with Exchange, would the single instance storage still apply, or does Exchange have to be directly handling the mail.

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      • #4
        Re: Manipulating mail attachments destined for exchange

        say again?

        your saying:
        email1 arrives at ISP with 20 recipients and a 2 meg attachment.
        the ISP is hosting email1 on their mail server...
        your 20 recipients use their outlook client to retrieve email1.

        now here is where i need clarification..

        do you have an exchange server on site?

        a. if not, then the 20 recipients have a copy of the attachment in their .pst on the local computer. the ISP's exchange server has probably stubbed the attachment on their server.

        b. if so, then when the exchange server gets email1, it stubs the attachment and presents a link to all 20 recipients to retrieve a copy of the attachment.

        does that answer your '?'?
        its easier to beg forgiveness than ask permission.
        Give karma where karma is due...

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        • #5
          Re: Manipulating mail attachments destined for exchange

          For single instance storage to work, the email has to be delivered to Exchange directly by SMTP.
          If the email comes in via POp3, either through a POP3 connector on the server or by the client downloading the email and then storing it in Exchange, then Single Instance Storage does not apply because as far as Exchange is concerned each email message is individual.

          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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          • #6
            Re: Manipulating mail attachments destined for exchange

            Thanks to you all for the help you provided thus far.
            To answer James Haynes question, yes they do have an Exchange Server on site, so the Outlook clients are configured to POP from ISP and mail is synchronized/stored on the users local Exchange mailbox.
            Is there some method to truly confirm whether Single Instance Message applies in the scenario where mail is Popped to Outlook and then synchronized/stored to Exchange as this is the clients present configuration?

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            • #7
              Re: Manipulating mail attachments destined for exchange

              Single Instance Storage will NEVER work if the email is collected by a client from a POP3 server.
              That is it - end of story.

              SIS would also not work if five separate messages were sent from outside to your server. It only works for external messages if the email comes in as a single item and is then delivered to the users by Exchange.

              SIS only works when Exchange is managing the entire transport of the message, not just storage.

              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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