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  • Large email Signatures.

    I've been wondering the effect of large email signatures with the size of an exchange mailbox, how efficenet is exchange at compressing such? does it? if users have a large picture in thier signature, is the actual size of each message they send going to add towards the total mailbox size?

  • #2
    Re: Large email Signatures.

    exchange uses "single item storage" - a technique where by, if the same email is sent to, say, 15 people, it will only be stored once.. so at least, if you send the massive image, it won't store it over and over again. I'm not sure if it can recognise the file as being the same across multiple emails..



    with regards to exchange compressing the image.. it doesn't really compress anything, it just takes your byte-stream, and throws it onto the wire.


    the size of the signature, if it's attached from the outlook client, as opposed to something like Exclaimer, would definitely have an affect on the size of your mailbox, because the image is attached before the Pickup stage, so the image will be in the email, once it goes in your Sent-Items folder.. which counts towards your mailbox size


    Does this help ?
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    • #3
      Re: Large email Signatures.

      Originally posted by tehcamel View Post
      I'm not sure if it can recognise the file as being the same across multiple emails..
      This is what I'm trying to find out.

      the single item storage thing is something I suspected, but wasn't sure about.
      so these people who like to CC in everyone in the orginisation are not really adding more to the exchange database size?

      I'm guessing that if I add up everyones mailbox sizes, I'm going to get a larger number than the database itself then? (less whitespace)

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      • #4
        Re: Large email Signatures.

        no - people who CC everyone,m and reply-all to everyone (i hate those people) will not overly increase the size of the store, because the item should only be stored once.

        SImon may come along soon and point out where im wrong..
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        • #5
          Re: Large email Signatures.

          Images in signatures. Has marketing got hold of signatures and decided they are a marketing tool.

          Signatures should consist of three or four lines of plain text. Any regular correspondants will get annoyed if every email has a 20k image on the bottom. A remote site will not get SIS, and internally it will not apply either because SIS only applies to each message. You will quickly bloat your information store.

          Take the message size, and your average email flow per day. So 150 messages at 10k each, that is 1500k a day. The usual growth in email will counter the messages being deleted. However that will mean about 370mb of bloat in your information store annually.

          If you insist on using large signatures, then reduce the bloat by using a signature management tool like Exclaimer which will apply the signature as the message goes through transport. This will allow you to have a basic plain text signature internally if you wish and the full picture show on external emails. Disable signature support in group policy to ensure that only the automated signatures get applied.

          Or better still, find the marketing person who wants to put the logos (there will be more one I am sure), advertisting and "See us at Stand 123 at some tin pot trade show no one attends unless there are freebies" and use a clue stick to remind them that email is not a marketing tool. You can get a good quality clue stick from your local DIY store - they are labelled fence posts. A baseball bat makes a good substitue and is portable.

          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: Large email Signatures.

            i know completely where sembee is coming from - I've had clients who have signatures that take up an enire 1/3rd of a page if you were to print it out.
            It gets appended to every email (because they use reply-to, and default signature as the same)

            so, the person would send a 3-line email to someone inside the ocmpany
            who sends a 3 line email back
            and you suddenly have an entire page\


            a signature should NEVER be longer than the actual content of the email..

            thanks though, for correcting me on my understanding of SIS
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            • #7
              Re: Large email Signatures.

              Damn... just lost my entire reply due to time out... can I change that anywhere?
              oh well.. it was probably a bit ranty anyway.

              Thankyou Sembee, that's exactly the info I'm after - I'll be sending that to my boss.

              We've a particularly... troublesome client I've just bumped the DB max size up another 5gb up to 65 for... they're not really that large either. just can't throw anything away, AND like to send and receive large pictures via email.

              I guess the next question is is there a way to cull all this wasted bloat?
              I guess forcing them to archive to pst is an option, but a bit of a pain.
              used to be set up so autoarchive to a network share, but I stopped that after getting corrupted pst which caused outlook to constantly crash. now I tend to manualy archive to/from specific dates localy, then dump a copy of the pst somewhere safe. (can't loose any of those important emails from last year)

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              • #8
                Re: Large email Signatures.

                If you want to keep the email you don't store it in a PST file.
                If you don't care about the email, store it in a PST file. Then delete the PST file, as you will end up doing that anyway when (that is when, not if) they get corrupted.

                PST files are not an archiving solution. If you need to retain the email then either upgrade to Exchange 2007 or higher, or purchase an archiving product.

                However if can also be argued that unless you must keep old email for regulatory reasons, allowing older email to hang around is actually bad for a business. In the event of legal action, it could be that the old email works against you in any kind of ediscovery process by the other side.

                If you must keep email because you are in one of those business types, then you must invest in an archiving product. Delivering a pile of corrupt PST files will not do you any favours in the event of legal action.

                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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