Email Management Server
 

Exchange Mailbox Management Solution

Best Practices - Tips and Tricks

 

Technical Documentation

Document ID:  P40TD08

 

 

 

 

 

 

 

Email Management Server 9

 

 

 

 

 

 

 

 

 

Email Management Server 9 Best Practices

Mailbox Management – Tips and Tricks

 

 

 

Technical Document

 

 

 

 

Abstract

 

This paper is a guide to help customers get the most use from using MADSolutions® Email Management Server 9.  It provides simple scenarios and situations which customers should consider following implementation.  From assessing corporate needs to creating configurations, this document is designed to assist customers by providing simple tips and guidelines for making optimum use of Email Management Server.  

 

Readers should note that the intent of this document is to highlight key considerations and should not be considered a recommendation on the use of Email Management Server or a substitution for the MADSolutions® Email Management Server documentation. 

 

We hope this document will provide you with some ideas to consider for your own environment.

 


© 2011 Geisel Envisioning International Ltd. All rights reserved.

 

The information contained in this document represents the current view of MADSolutions (A Division of Geisel Envisioning International Ltd.) on the issues discussed as of the date of publication.

 

Since MADSolutions must respond to changing market conditions, it should not be interpreted to be a commitment on the part of MADSolutions, and MADSolutions cannot guarantee the accuracy of any information presented after the date of publication.

 

This document is for informational purposes only. MADSolutions, nor the parent company Geisel Envisioning International Ltd., MAKE NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.

 

MADSolutions, Attachment Executive, Attachment Executive Server, and Email Management Server are registered trademarks, trademarks, or copyrights of Geisel Envisioning International Ltd.

 

Microsoft, Windows, Windows 2000, Windows 2003, Exchange and Outlook are either registered trademarks or trademarks of Microsoft Corporation in Canada and/or other countries.

 

Other product or company names mentioned herein may be the trademarks of their respective owners.

 

MADSolutions (Geisel Envisioning International Ltd.)

2000 Argentia Road, Plaza IV, Suite 295 • Mississauga, ON L5N 1W1



 

Technical Document

 

Published: February 2011

 

For the latest information, please see: http://www.madsolutions.com

 

Introduction

 

With the fast pace of business today, companies are constantly passing information within the company and to customers via email.  Implementing a solution to deal with the excessive number messages and files going through the email system is critical to maintain a robust and efficient mail system like Microsoft Exchange Server.  

 

This document presents you with the some key factors to consider in order to take full advantage of the features of MADSolutions® Email Management Server.

 

The best practices considerations discussed in this document are as follows:

 

1.    Implementing email clean up corporate policies

 

2.    Using Email Policies to manage user’s sent items

 

3.    Using Email Policies to manage certain types of attachments

 

4.    Setting the schedule to Real-time to minimize remote user synchronization time over dialup

 

Every company should read and consider the information that is contained in this document.

 


 

Email Usage Policies are Key

 

Before implementing any kind of policies in Email Management Server, it is important for the user community to understand that changes to their email are going to be made.  One of the last things any administrator needs is for users to start complaining that things are missing or they are in different locations.  This kind of uninformed user community can increase support calls dramatically and leave users frustrated.

 

When implementing Email Management Server, one of the best things to do before cleaning up your servers is to send out a memo to your user community informing them of a new clean up and maintenance initiative that will keep their email environment working more efficiently for them.

 

At the end of each section of the document you will find a sample email message you can send to your user community so they are aware of the changes being made to their email environment and how it will affect their mailboxes.

 

One of the key items you should consider before implementing Email Management Server rules and sending out a message to your user community is to get management buy-in.  By informing senior management and informing them of your strategy and the savings obtained through the use of the software, you can ensure your efforts will be successful.

 

Showing savings to be obtained for the benefit of senior management

 

When demonstrating the need for corporate policies on email server for clean up and maintenance, management will be concerned with cost savings and improved efficiencies.  One of the key ways of proving how Email Management Server will save money is to demonstrate the amount of data that can be removed safely from the server. 

 

To do this, create an Email Policy to provide you with a report on how much space could be regained from eliminating either the users sent items that are 30 days old or removing attachments of a certain type.  If expediency is your key, then by providing a report on the sent items alone should convince them.

 

Be sure to include the benefits mentioned below:

  • Reduces user mailbox maintenance time and reduces mailbox size
  • Reduces need for support to assist in mailbox cleanup              
  • Removes unnecessary attachments (but keeps record of attachments sent)
  • Reduces need for additional archiving requirements
  • Users can easily retrieve attachments (access saved attachments from email via hyperlinks)
  • Reduces public folder size
  • Reduces backup time
  • Reduces recovery time       
  • Reduces mail server storage requirements
  • Reduces overall Total Cost of Ownership of Exchange     

 

A sample ROI for 500 users... (Average hourly wage $ 15.00 per hour)

 


 

Email Management Server can show you substantial reduction in user mailboxes by eliminating unnecessary files that waste space. 

 

Every time a user sends someone an attachment, a copy of the file they sent the person stays in their sent items.  Since the file originally came from the user that sent it, there is no good reason to keep another copy of their file in their sent items.

 

When deleting files, the file name is left in the message for reference)

 

If you want to reduce database sizes to almost half, consider removing files from users sent items.

 

If you decide to go this route, a corporate policy should be put in place prior to setting up a configuration to do this.  You may also want to consider doing this for only a portion of your user base.  In some cases you may be able to set up various levels of sent item attachment retention depending on the departments you are dealing with. 

 

For example, HR may want to keep copies in their sent items for a period of 1 month while other departments such as finance are content in keeping the files in their sent items for a period of 1 week.  Here you have to do some digging if you really want to optimize the use of Email Management Server for each department. 

 

Your best bet may be to start with a standard corporate policy and then slowly approach department by department for optimal use.  Note:  Setting the Email Policy rules to run daily will help keep databases from growing unnecessarily and reduce clean up times.

 

On the next page there is a sample memo you may want to consider using or perhaps some variation thereof.


Sample Memorandum

 

“Attention all personnel:

 

In our ongoing efforts to provide you with powerful and efficient tools to assist you in getting your job done, we have recently undertaken an initiative to ensure our email environment is robust and efficient to meet your needs.  As a result, this new system will automatically delete your attachments in your sent items after 30 days.

 

Since you will have taken these files from either your home directory or elsewhere to send to people, removing these extra copies of the files should not be of any concern to you.  Please note that the attachment name will remain in the message for your reference should you ever need to verify that you did in fact send the file to someone.  Your original files in your home directory or other network location will not be affected.

 

Again, thank you for your patience and cooperation in assisting us in making your networking environment a pleasant one.”


 

Often companies find themselves in a situation whereby users are exchanging non-work related files through the corporate email system.  Email Management Server can help you identify these by using analysis rules on particular mailboxes to search for specific attachment file types such as mpg, mpeg, jpg, gif, avi, mov etc…  To reduce unwanted files of this nature in user mailboxes running analysis rules first can help tremendously. 

 

Once users have been identified and particular attachment types deemed inappropriate for corporate use, administrators can begin clean up by creating configuration rules to remove unwanted attachment types.

 

If you decide to go this route, a corporate policy should be put in place prior to setting up a configuration to do this.  You may also want to consider doing this for only a portion of your user base.  In some cases you may be able to set up various levels of attachment removal depending on the departments you are dealing with.  For example, marketing may want to keep copies of jpg files as they contain advertisement pictures.  In a case like this you may want to request that they allow you to automatically move these files to one of their network folders. 

 

For other departments such as human resources, they may say these types of files are not acceptable and should be deleted.  Each of your departments will have to let you know what file types are acceptable and the department heads will need to make these decisions for you.

 

On the next page you will find a sample memo you may want to consider using or perhaps some variation thereof.


Sample Memorandum

 

“Attention finance personnel:

 

It has come to our attention that some of you may have files in your email of the type ‘jpg’.  These are picture files and according to corporate policy, the email system is to be used for corporate business only.  The finance department does not feel any user requires files of this type and therefore has authorized the IT department to automatically delete all files of this nature within your email.

 

We have asked the IT department to wait one week before deleting them incase they are important to you.  Please be advised that as of next week, files of this nature found in your email will automatically be deleted.

 

Again, thank you for your cooperation by assisting us in making your working environment an efficient one.”

 


 

Often remote users have their Outlook profile set up to use offline stores.  This can greatly increase the ability of a remote user in doing work offline and then connecting via a dial up connection only to send and receive email.  Unfortunately for some remote users, a 56k dialup connection can appear to be painfully slow when users send them attachments.

 

In order to combat the synchronization time over dialup, Email Management Server has a Real Time processing scheduling option which allows Administrators the ability to have mailboxes monitored for incoming messages.  These messages can then be scanned for attachments and the attachments moved to a user’s file folder for easy access should the user need to look at it.

 

By allowing Email Management Server to monitor your remote user’s mailboxes, synchronization of message becomes very quick and easy.  When users read their email, should they need to access the file they can connect and obtain it from their network folder.  At that time they can decide whether or not the file is important enough to look at over a dialup connection.

 

If you decide to monitor remote user’s mailboxes, users should be notified of the changes.  Most will likely accept these changes with much gratitude; however they should be informed about how to go about getting to their files that were removed.

 

The next page contains a sample memo you may want to consider using or perhaps some variation thereof.

 


Sample Memorandum

 

“Attention remote user:

 

In our ongoing efforts to provide you with powerful and efficient tools to assist you in getting your job done, we have recently undertaken an initiative to ensure our email environment is robust and efficient to meet your needs. 

 

As a result, this new initiative will automatically move your attachments to your network folder when they arrive in your inbox.  This will greatly enhance your email experience when you are dialing in remotely as you will no longer have the long wait times during synchronization.

 

When you synchronize your mail however you may find that some messages will have a message at the bottom of them that say it contained one or more attachments.  Directly below that it will provide you with a link to the file.  If you are not connected to the network, you will need to connect in order to get access to the file.  The plus side is, your mail will synchronize much faster and you can leave those attachments on the network for the times you are in the office or actually need to deal with them.

 

We hope you see this new feature as a great benefit to you and we would like to thank you for help us make your email experience a pleasant one.”