Email Retention

[Steven]

Version: 2008
Operating System: Mac OS X 10.4 (Tiger)
Processor: Power PC
Email Client: Exchange

Our company is implementing an Email Retention Policy. We are using Zantaz to archive mail. To comply with the policy, no mail can be downloaded to local computer. To view any mail messages, a user should be connected to network. Entourage is downloading everything and I don't see how to tell it to not download mail locally. I only want it to veiw mail when connected to exchange server. I'm using an exchange account. I can't find anything on the client side. Would there be anything on the exchange server to implement this?

 

[William Smith [MVP]]

Our company is implementing an Email Retention Policy. We are using
Zantaz to archive mail. To comply with the policy, no mail can be
downloaded to local computer. To view any mail messages, a user
should be connected to network. Entourage is downloading everything
and I don't see how to tell it to not download mail locally. I only
want it to veiw mail when connected to exchange server. I'm using an
exchange account. I can't find anything on the client side. Would
there be anything on the exchange server to implement this?

Entourage by nature synchronizes all messages with the Exchange Server.
It has no "Online Reading" mode. In a sense it is always in "Offline
Reading" mode.

This can not be changed. Also, Windows Group Policy will only affect
Windows machines and therefore you can not manage the nature of any Mac
product with Group Policy.

Please be sure to let Microsoft know you'd like to see an "Online
Reading" mode in future versions by using the Help --> Send Feedback
mechanism in any Office application.

--

bill

Entourage Help Page <http://entourage.mvps.org/>
Entourage Help Blog <http://blog.entourage.mvps.org/>
YouTalk <http://nine.pairlist.net/mailman/listinfo/youtalk>
Twitter: follow <http://twitter.com/meck>

 

[Steven]

There is no Option for leaving a copy of each message on the server in Entourage 2008 using an exchange account. Does anyone know if downloading messages locally can be shut off?

 

[William Smith [MVP]]

There is no Option for leaving a copy of each message on the server
in Entourage 2008 using an exchange account. Does anyone know if
downloading messages locally can be shut off?

I see you're responding to JR's suggestion about leaving messages on the
server. You're correct that the option does not exist. It does not exist
for Exchange accounts because Entourage by nature *synchronizes* all
messages with the Exchange Server.

You can not prevent Entourage from downloading and storing messages.
That's its only nature.

If you strictly enforce your policy then you may not be able to use
Entourage in your environment.

One workaround that would take some effort to set up would be to create
a Microsoft User Data folder that is pre-populated with account
information and settings for "Headers Only " mode so that messages
aren't downloaded until read. Place that pre-configured MUD into your
computer's User Template folder and then set up a local launchd (or
other schedule) job that deletes User account folder when he logs out.
The next time the user logs in he would essentially get a new account
folder and new MUD with no data.

For information about Headers Only mode have a look at my blog post here:

"Optimize Entourage to better work with Exchange"
<http://blog.entourage.mvps.org/2008/03/optimize_entourage_to_better_work_with_exchange.html>

Hope this helps!

--

bill

Entourage Help Page <http://entourage.mvps.org/>
Entourage Help Blog <http://blog.entourage.mvps.org/>
YouTalk <http://nine.pairlist.net/mailman/listinfo/youtalk>
Twitter: follow <http://twitter.com/meck>

 

[Steven]

Is there a way to have Entourage synchronize to a folder on a remote drive rather than to local drive? Any way to shut off the visibility of "On my Mac" folders?

 

[Diane Ross]

Is there a way to have Entourage synchronize to a folder on a remote drive
rather than to local drive?

You cannot sync an Entourage Identity. Entourage stores everything in a
database. If one item is added, you must copy the entire database in order
to "sync" it. Maybe I'm not understanding your question, can you expand on
this if I have not answered your question?

Any way to shut off the visibility of "On my Mac"
folders?

You can toggle it closed, but folders "On My Computer" must be there.

 

[William Smith [MVP]]

Is there a way to have Entourage synchronize to a folder on a remote
drive rather than to local drive? Any way to shut off the visibility
of "On my Mac" folders?

You can not remove the folders "On My Computer".

Entourage will look for data in only one location:
/Users/userName/Documents/Microsoft User Data/Office 200x Identities/.

You can replace the Microsoft User Data folder with a symlink (or alias)
to another location.

I don't recommend storing the MUD on a server. Instead, look into Mac OS
X 10.5's home/network folder synchronization. It is suppose to sync
diffs rather than full files.

However, that means that while the user is working his mail will be
downloaded onto his computer. If you choose to erase his local account
after each log out then he will be forced to wait for the MUD to sync to
the computer before he can begin working.

I suggest that you also consider looking into using Outlook for Windows
running in either Parallels or CrossOver Mac. That way, you have a
better chance of enforcing your policies equally with your Windows
counterparts.

Hope this helps!

--

bill

Entourage Help Page <http://entourage.mvps.org/>
Entourage Help Blog <http://blog.entourage.mvps.org/>
YouTalk <http://nine.pairlist.net/mailman/listinfo/youtalk>
Twitter: follow <http://twitter.com/meck>