Many companies with Exchange servers are choosing to use Outlook Web Access exclusively. Instead of having to maintain and support copies of Outlook on each computer, the computer only needs to have Internet Explorer.
This is also possible with Exchange, and there are a few issues to consider.
Outlook Web Access does not have an official function to back up files. It leaves everything on the server. However, since everything is on the server, you may not need to make backups, since we regularly back up the server. Users can manage their files on the server, and if you need additional storage space, you can add it using the Disk Space function.
If however, you want to make local backups on your computer, you could do it in a variety of ways:
- Create a Rule in Outlook Web Access to forward a copy of every email to another address, such as a POP-based email address.
- Create a Contact (ex: johndoebackup) with an external email address, hide it from the address book, and specify this Contact as an Alternative Recipient in Mailbox Restrictions.
- If you have a designated admin person, it may be possible to set up a single computer, with a local copy of Outlook, and add email accounts corresponding to each mailbox, so that an admin person can regularly make local copies of designated folders for people who are using Outlook Web Access exclusively.
- Download your free copy of Outlook for each computer and use it for the express purpose of backing up email locally. You can download the free copy of Outlook and configure it by logging into Exchange in and choosing the Configure Outlook button in the upper right hand corner of the interface.