i work within a small organization, and The CEO of the organization has 2
delegates who handle his email and scheduling. We use a Hosted Exchange
service, and outlook 2007. The CEO's mailbox is over 3gb right now, so his
delegates and i are trying to slim it down.

What one of his delegates would like to do is create copies of some his
folders to a .PST on her computer so that she can access it after he does
some archiving of his own. (the plan is for him to move his current sent
items folder to an offline pst, she wants this folder on her computer as
well). Is this possible? i know she tried to copy the folder, but got an
error saying she couldn't because some items were marked as private.

Or--is it possible for her to export it to a .PST file without removing it
from the CEO's mailbox?

In other organizations how is this sort of thing handled? His delegates
need access to all his info, but it just bogs down his outlook to try and
keep this much info on the server instead of locally on his computer, but
then they lose access to any of it.

The final option we are most inclined to actually do right now is to create
a new data file for the CEO, and have him drag his sent items, etc to this
new PST, and then make copies of the PST and give it to each of the
delegates. Is this a better way to do it right now?

"jerrod" <(E-Mail Removed)> wrote in message
news:BFA38C11-9622-459A-93CF-(E-Mail Removed)...

> What one of his delegates would like to do is create copies of some his
> folders to a .PST on her computer so that she can access it after he does
> some archiving of his own. (the plan is for him to move his current sent
> items folder to an offline pst, she wants this folder on her computer as
> well). Is this possible? i know she tried to copy the folder, but got an
> error saying she couldn't because some items were marked as private.

She can copy anything to which she has been granted proper access. Shoe won't
be able to copy private items. That's one of the points of being able to make
something private - others can't see it.

> Or--is it possible for her to export it to a .PST file without removing it
> from the CEO's mailbox?

I don't think she'll be able to export shared folders, but I haven't tried.

> In other organizations how is this sort of thing handled? His delegates
> need access to all his info, but it just bogs down his outlook to try and
> keep this much info on the server instead of locally on his computer, but
> then they lose access to any of it.

Have him learn about autoarchiving.
--
Brian Tillman [MVP-Outlook]

he understands autoarchiving, but if he does that his delegates lose access
to everything that has been archived. That is what he does not want. Is
there a way to archive to a hosted exchange or anything like that? We do not
have a file server that his archive can be put on, and everyone is in
different locations.

Im thinking of possibly archiving his older email to a .PST and then
starting another user on our hosted exchange, and uploading that file and
treating it as another user. that way it will be availabe with delegate
access to the CEO, and his delegates as another "user".

"Brian Tillman [MVP - Outlook]" wrote:

> "jerrod" <(E-Mail Removed)> wrote in message
> news:BFA38C11-9622-459A-93CF-(E-Mail Removed)...
>
> > What one of his delegates would like to do is create copies of some his
> > folders to a .PST on her computer so that she can access it after he does
> > some archiving of his own. (the plan is for him to move his current sent
> > items folder to an offline pst, she wants this folder on her computer as
> > well). Is this possible? i know she tried to copy the folder, but got an
> > error saying she couldn't because some items were marked as private.
>
> She can copy anything to which she has been granted proper access. Shoe won't
> be able to copy private items. That's one of the points of being able to make
> something private - others can't see it.
>
> > Or--is it possible for her to export it to a .PST file without removing it
> > from the CEO's mailbox?
>
> I don't think she'll be able to export shared folders, but I haven't tried.
>
> > In other organizations how is this sort of thing handled? His delegates
> > need access to all his info, but it just bogs down his outlook to try and
> > keep this much info on the server instead of locally on his computer, but
> > then they lose access to any of it.
>
> Have him learn about autoarchiving.
> --
> Brian Tillman [MVP-Outlook]
>
>

Connecting to pst-file on a network share is an unsupported configuration
which could lead to data loss. If you are going to save multiple copies
anyway; keep it local and make backups to the network.

--
Robert Sparnaaij [MVP-Outlook]
Coauthor, Configuring Microsoft Outlook 2003
http://www.howto-outlook.com/
Outlook FAQ, HowTo, Downloads, Add-Ins and more

http://www.msoutlook.info/
Real World Questions, Real World Answers

-----

"geektitude" <geektitude.3zg4fm@invalid> wrote in message
news:geektitude.3zg4fm@invalid...
>
> What about this scenario?
>
> Save CEO's older data to a .pst file (with auto-archiving if desired).
> This will keep his mailbox (on the server smaller).
>
> Instead of having the .pst file saved in the default location on the
> local C: drive save the file to a fileserver. Map the CEO's outlook
> (and auto-archive settings) to recognize the .pst file on the
> fileserver. The delegates can also have their outlook mapped to the
> CEO's .pst file on the fileserver. The delegates can also have a shared
> view of his mailbox. In their outlook the delegates should see three
> mailboxes. 1- their mailbox 2- the CEO's mailbox 3 - the CEO's
> archive(pst file on fileserver).
>
> If having multiple users access a shared .pst files causes problems
> then save multiple copies of the .pst file (a different copy for each
> delegate to have access to).
>
> -Jonathan Yoesting
>
>
> --
> geektitude
> http://forums.slipstick.com
>