I had this problem where I used to work...
The users were about as dumb as a post when it came to outlook and used it
store anything they could in their mailbox. If there were 10 of them in a
group all with access to the same file server - they would still manage to
e-mail the document to each other etc. It was a major behavioural problem.
Besides some training that was compulsory and backed by management, The only
way we could force people to use shortcuts for internal doucments was to
restrict their mailbox size to say 20 megs. Even still we had 1 Exec send
out a 20 meg attachment to the other execs... boy did that exec look the
fool! *NOTE* We only ever restricted sending ability, Prohibiting receive
seems a bit silly to me...
Single instance works great in this scenario ... but one attachment
registers once for size in the information store, but also registers in each
persons mailbox, so they all needed to learn to manage their inbox and sent
items... esp what they were attaching and sending to other staff:
"What takes less space in your mailbox? A 1K shortcut or a 1 meg document?"
In the end, it forced people who received documents to store them on the
file servers... so they (and their team) could work on them.
HTH
MP
> -----Original Message-----
> From: Mike [mailto:[EMAIL PROTECTED]]
> Sent: Tuesday, 28 August 2001 1:32 AM
> To: Exchange Discussions
> Subject: RE: Attaching Files as Shortcuts
>
>
> Some files are being modified and some are not being modified. I am
> concerned about the whole issue, having multiple copies
> wasting disk space
> as well as confusing people as to which document is which.
> Right now we
> have some users who do attach files as shortchuts already. I
> simply wanted
> to force the rest of the users to do the same by changing the
> default.
> Just out of curiosity, what would be a "better" purpose for the use of
> this functionality? In my opinion this is exactly the
> solution for what I
> am dealing with here. And yes I know that training the users
> is the way to
> go, however I know from experience here that it would open a
> whole new can
> of worms. And I agree with your troubles of people using
> their mailbox to
> store files. This would help with that greatly by letting them store
> shortcuts rather than actual files.
>
>
> > ...and keep in mind that the "multiple copies" issue may not be as
> > severe as it seems, at first blush. You do have SIS, after
> all, so as
> > long as they're not changing it and sticking it back in the
> store, it's
> > somewhat mitigated.
> >
> > Having said that, one of the banes of my existence is
> people who think
> > their mailbox is a file repository. Now, where did I leave
> that copy of
> > Elf Bowling from Christmas 1999...?
> >
> > -----Original Message-----
> > From: Mike [mailto:[EMAIL PROTECTED]]
> > Posted At: Monday, August 27, 2001 8:32 AM
> > Posted To: MSExchange Mailing List
> > Conversation: Attaching Files as Shortcuts
> > Subject: RE: Attaching Files as Shortcuts
> >
> >
> > Hi Byron,=20
> >
> > Thank you for your reply. I appreciate the help.
> >
> > Mike
> >
> > > Hey Mike,
> > > =20
> > > I actually think you pose a very valid question and think this
> > functionality
> > > would be useful for users (and is not a behavioral issue - though
> > there are
> > > many out there :)). However, Exchange/Outlook doesn't offer this
> > > out_of_the_box so like someone mentioned earlier you
> should check into
> > > writing or hiring someone to write some code for you or look into
> > > third-party tools. Fundamentally, you're wanting a
> automated tool for
> > the
> > > File: command. I'm sure there are resources on the
> slipstick site or
> > in
> > > Exchange/Outlook mag archives that may help you out. Also check
> > > www.cdolive.com I looked at this years back and got sick
> of fooling
> > with
> > > the forms in Outlook. It's just not that interesting to me. I also
> > looked at
> > > a product called keyflow at one time.
> > >=20
> > > Really what you're looking for is single storage for your data and
> > that
> > > makes sense. You may find that merging all the data into
> a workflow
> > or
> > > document/knowledge management system provides you other interface
> > benefits
> > > that just haven't come to mind yet.=20
> > >=20
> > > Good luck.
> > > Byron
> > >=20
> > >=20
> > >=20
> > > -----Original Message-----
> > > From: Mike [mailto:[EMAIL PROTECTED]]
> > > Sent: Friday, August 24, 2001 2:41 PM
> > > To: Exchange Discussions
> > > Subject: RE: Attaching Files as Shortcuts
> > >=20
> > >=20
> > > > It's not a simple question. Yes, there's probably a
> registry key
> > for it,
> > > > but I wouldn't recomend it.
> > >=20
> > > Why would you not reccomend it? 99% of the files flyig
> back and forth
> > are
> > > all sent to local addresses who all have access to the
> same servers.
> > Right
> > > now we are creating multiple copies of files already stored on a
> > central
> > > server. I would think this would be the reason for the shortcut
> > > functionality?
> > >=20
> > > > if you want a workflow application, purchase or create one.
> > Exchange
> > > don't
> > > > do that so good.
> > >=20
> > > I am not trying to have exchange manage workflow or documents, I
> > simply
> > > want to eliminate the multiple copies of files we already
> have stored
> > on a
> > > file server. Having our users go through the steps of creating a
> > shortcut
> > > to the file attachment would work fine, however I just
> wanted to make
> > it
> > > easier by making it the default.
> >
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