Outlook, synching, mailbox restrictions

  • Thread starter Thread starter Rick Csucsai
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Rick Csucsai

Here is my problem. The CEO of my company (and many other VP's) live and die
for Outlook and their mailbox. Their mailboxes range from 2GB to just over
3GB. The CEO's box is 2.2gb. He likes to take the laptop home, create a
bunch of outbound email, then come in in the morning and synch up. However,
it is a constant battle and there is usually hanging going on in the
process. As of right now, when he synchs, it hangs on "sending outgoing
messages". Here are my questions:

1.) Anyone have the problem with the outgoing messages issue and have a
potential solution?

2.) How can I turn on logging for the synch process to view information on
why it was hanging later/

3.) Is their a limitation within Exchange 2000 (Enterprise) with respect to
how large a user's mailbox could be. If this is documented, please tell me
where.

4.) How are others dealing with VP's that feel they just can't let go of
email. There has to be a more efficient way. I try to convince them to save
important email to their home drive out on a server and the reply was that
Outlooks search function is much more efficient than the regular explorer
search functions.

Thanks.
 
With all this information you left out your Outlook version which is crucial
in this case. You'll find that Outlook 2003 icw Exchange 2000/2003 doesn't
have any problem dealing with this. Previous versions of Outlook and
Exchange don't support Unicode and therefor cannot make ost-files larger
than 2GB.

As for point 4; limitations are there for CEO's as well unless of course
they pay additionally for there private server :-). You might want to spent
some time with them or their secretaries expalining how they need to
archive. No way that they have over 2GB of active data! Passive data needs
to be treated as such and thus needs to be archived. For this there are
several methods like the DELETE button, clients side archiving tools or
serverbased archiving tools.

--
Robert Sparnaaij [MVP-Outlook]
www.howto-outlook.com

Tips of the month:
-Properly back-up and restore your Outlook data
-Creating a Permanent New Mail Desktop Alert in Outlook 2003
 
You are correct, I did leave that out. The CEO is using Outlook 2003. Lets
talk about archiving for a minute. Tell me if I am correct:

1.) When you archive, the items marked for archiving are removed from the
server and placed in a PST file called archive.pst.

2.) You can specify within outlook where to store that archive file.

I need to explain to the users how they can easily search that archive. Can
I just add the archive.pst file as a personal folders file and then maybe do
a right-click and search/find? That is their biggest concern is that they
need to be able to go back and reference old email.

Thanks again.
Rick
Roady said:
With all this information you left out your Outlook version which is crucial
in this case. You'll find that Outlook 2003 icw Exchange 2000/2003 doesn't
have any problem dealing with this. Previous versions of Outlook and
Exchange don't support Unicode and therefor cannot make ost-files larger
than 2GB.

As for point 4; limitations are there for CEO's as well unless of course
they pay additionally for there private server :-). You might want to spent
some time with them or their secretaries expalining how they need to
archive. No way that they have over 2GB of active data! Passive data needs
to be treated as such and thus needs to be archived. For this there are
several methods like the DELETE button, clients side archiving tools or
serverbased archiving tools.

--
Robert Sparnaaij [MVP-Outlook]
www.howto-outlook.com

Tips of the month:
-Properly back-up and restore your Outlook data
-Creating a Permanent New Mail Desktop Alert in Outlook 2003

-----
Rick Csucsai said:
Here is my problem. The CEO of my company (and many other VP's) live and
die
for Outlook and their mailbox. Their mailboxes range from 2GB to just over
3GB. The CEO's box is 2.2gb. He likes to take the laptop home, create a
bunch of outbound email, then come in in the morning and synch up.
However,
it is a constant battle and there is usually hanging going on in the
process. As of right now, when he synchs, it hangs on "sending outgoing
messages". Here are my questions:

1.) Anyone have the problem with the outgoing messages issue and have a
potential solution?

2.) How can I turn on logging for the synch process to view information on
why it was hanging later/

3.) Is their a limitation within Exchange 2000 (Enterprise) with respect
to
how large a user's mailbox could be. If this is documented, please tell me
where.

4.) How are others dealing with VP's that feel they just can't let go of
email. There has to be a more efficient way. I try to convince them to
save
important email to their home drive out on a server and the reply was that
Outlooks search function is much more efficient than the regular explorer
search functions.

Thanks.
Click to expand...
Click to expand...
 
Rick Csucsai said:
You are correct, I did leave that out. The CEO is using Outlook 2003.
Lets talk about archiving for a minute. Tell me if I am correct:

1.) When you archive, the items marked for archiving are removed from
the server and placed in a PST file called archive.pst.
Correct.

2.) You can specify within outlook where to store that archive file.
Correct.

I need to explain to the users how they can easily search that
archive. Can I just add the archive.pst file as a personal folders
file and then maybe do a right-click and search/find? That is their
biggest concern is that they need to be able to go back and reference
old email.
Click to expand...

In Outlook, click FIle>Open>Outlook Data File, browse to the archive PST,
select it, and click OK. It's just a normal PST.
 
Well...I did a test on my machine (W2K3Srv) with outlook 2000 SP3 on it. I
turned auto archiving on leaving the defaults checked (all three check
boxes) and specified h:\archive.pst as the archive file (h is on a server).
Set Inbox, Deleted, Sent, and Calendar all individually to archive anything
older than 60 days. Went to File>Archive> selected the top radio button
which says archive all folders according to their settings> and let it run.

In the archive folder (PST file) it created the Inbox, only put a handful of
messages in their and didn't move anything else. There is still a ton of
mail in my regular inbox that it didn't do anything with and there is
nothing set to "Do Not Archive". I did a manual archive again and this time
chose the bottom radio button which says Archive anything older than 1/3/05.
Ran it, and it left everything in place, pretty much didn't do squat. Anyone
have any clue as to what the deal is and why it didn't work?

Also, why is it that only some of the messages in the Inbox give you the
option to select "Do not archive" and some dont?

Thanks again.
 
See http://www.howto-outlook.com/faq/archivenotworking.htm

Can't think of anything that will not allow you to select "Do not
autoarchive this item".

Also note that storing pst-file on a networkshare is not supported by
Microsoft and could cause slow performance and lead to corruption of the
pst-file.

They can use a free search add-in from Microsoft called Lookout to search
through their messagestores as well.

Do they archive their messages just to archive? If so you can also use this
archive tool;
http://www.mapilab.com/outlook/email_archiver/

If you decide to order use "4PM76A8" to get a discount

--
Robert Sparnaaij [MVP-Outlook]
www.howto-outlook.com

Tips of the month:
-Properly back-up and restore your Outlook data
-Creating a Permanent New Mail Desktop Alert in Outlook 2003

-----
Rick Csucsai said:
Well...I did a test on my machine (W2K3Srv) with outlook 2000 SP3 on it. I
turned auto archiving on leaving the defaults checked (all three check
boxes) and specified h:\archive.pst as the archive file (h is on a
server).
Set Inbox, Deleted, Sent, and Calendar all individually to archive
anything
older than 60 days. Went to File>Archive> selected the top radio button
which says archive all folders according to their settings> and let it
run.

In the archive folder (PST file) it created the Inbox, only put a handful
of
messages in their and didn't move anything else. There is still a ton of
mail in my regular inbox that it didn't do anything with and there is
nothing set to "Do Not Archive". I did a manual archive again and this
time
chose the bottom radio button which says Archive anything older than
1/3/05.
Ran it, and it left everything in place, pretty much didn't do squat.
Anyone
have any clue as to what the deal is and why it didn't work?

Also, why is it that only some of the messages in the Inbox give you the
option to select "Do not archive" and some dont?

Thanks again.
Click to expand...
 
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