Outlook 2002/Exchange Server - Minimizing attachment file size

[LawyersLoveIT]

We have started inserting HTML signatures into e-mails, instead of
standard text signatures. The signature looks like a rolodex card with
contact info and adds about 7KB. An image, which I assume is treated
as embedded, is the border around the "card." The only other image is
our logo, which is a direct link to a GIF on our website, not embedded.

However, I have recently become aware of potential file size problems
due to how Outlook handles e-mail attachments. We typically send
e-mails with Word document attachments internally to multiple
recipients. When they are done reviewing the document, they are
supposed to delete the e-mail to minimize mailbox size.

However, my understanding is that, if one of the recipients does not
delete their copy of the e-mail, Exchange retains the e-mail file size
in the original Sender's mailbox, even if the Sender deleted the
original Sent message. So all those little 7KB messages could
conceivably keep building up the mailbox size of the Sender's mailbox
even though they deleted their original e-mail.

QUESTION: Does Outlook handle embedded images like our HTML "card" as
attachments and so treat it the same as a Word document attachment?
Or, will Outlook "release" the file size upon deletion of the original
e-mail?

 

[Ben M. Schorr, MVP]

However, my understanding is that, if one of the recipients does not
delete their copy of the e-mail, Exchange retains the e-mail file size
in the original Sender's mailbox, even if the Sender deleted the
original Sent message. So all those little 7KB messages could
conceivably keep building up the mailbox size of the Sender's mailbox
even though they deleted their original e-mail.

If the e-mails are only being sent to internal users on your Exchange
server then there will be only one copy of the e-mail stored on the
Exchange server. It's called "single-instance storage" and until ALL
users delete the message that single copy of the message will remain.

If you're adding these to all of your messages then each message will have
a copy of the image, but only one per message - i.e. if you send the same
message to 10 people you'll have one copy of that image. If you send 10
messages to one person you'll have 10 copies of that image.

Clear as mud?

--
-Ben-
Ben M. Schorr, MVP-OneNote/Outlook
Operations Coordinator
Stockholm/KSG - Honolulu
http://www.scgab.com