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In the sidebar "User Habits Affect the Message Store," July 1998, Tony Redmond discussed how teaching users good storage habits affects the success of the message store. I've found two practices helpful in keeping order in the network:
- Add a Personal Storage Folder to each user's hard disk and call it Personal Storage. Put a shortcut to the folder in the user's Outlook bar. Encourage users to drag the inevitable jokes, bitmaps, and email from friends to this folder. Emphasize that users need to keep work-related files on the network so that backups will include those files.
- As the author suggested, we need to encourage users to post large files in a public folder or a shared network drive instead of mailing them to a group. I also show users how to mail a shortcut to a file. In the Insert, File dialog box is a set of Insert as options on the far right that let users send a shortcut to a file instead of sending it as an attachment. (Note that this action requires sending the message in Outlook Rich Text format.)
Create Distribution Lists in Address Book Views
Exchange Server 5.0 and 5.5's address book views let you use dynamic virtual containers for user addresses—a vast improvement over the recipient container method of grouping users. The only problem is that distribution lists (DLs) don't have all the attributes that recipients have, so the method for putting them into an address book view isn't apparent.
To create a DL inside an address book view, navigate to the destination address book view in the Exchange Administrator program (i.e., \Address Book Views\Department\Sales) and use File, Create Dist. List to create the DL you want (i.e., "To all Sales Department") and manually include the people that are in the DL.
This approach lets us, for example, have an address book view for the sales department and have a DL called "To all Sales Department" (which contains all the members of the sales department) within the same view. Unfortunately, you must administer the DL membership manually, but at least users can find the DL easily.