Is it possible to maintain single file for a group emails for both Sent & Inbox mails(*.pst or *.ost) with the help of exchange server

MSP IT 21 Reputation points
2020-09-22T05:31:25.513+00:00

Dear team,
Currently our employees/users are Office365 Outlook for e-mail and we have a group email (nearly 13 e-mail IDs in that group). Who ever sends an email to that group ID all the 13users who were in the group will receive the same mail in their individual email account at the same time. Inbox for the users will be contain all the emails those sent to the specific group by our clients/customers, but if our user reply to that mail it will be stored in their individual *.pst file and will not sync with the Group users outlook data file.
So we need all the users of that group email data (Sent & Inbox) to be synced like the Inbox does.
Is it possible if we use Microsoft Exchange Server or there is any other way...? Kindly help us in this.

Thanks in Advance.

With regards,
S.Srikanth Reddy

Outlook Management
Outlook Management
Outlook: A family of Microsoft email and calendar products.Management: The act or process of organizing, handling, directing or controlling something.
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  1. JeffYang-MSFT 6,241 Reputation points Microsoft Vendor
    2020-09-22T09:45:18.88+00:00

    Hi @MSP IT ,

    if our user reply to that mail it will be stored in their individual *.pst file and will not sync with the Group users outlook data file.

    How did group users reply to this email? From their own email address or Send as the Group?
    As I know, it is impossible to achieve the effect you mentioned above: all the users of that group email data (Sent & Inbox) to be synced like the Inbox does.

    And if group users reply to this email by sending as the Group, as a workaround, we could try to use mail flow rules to BCC the "reply" emails to all the group members so that each group member could know the current progress.
    I configured mail flow rules like below and send test emails, the other group member can successfully receive this sent email.
    26367-17-40-58.png
    26445-123.png

    Update:
    Sorry for the misunderstood about your issue before.

    I configured our email account in Outlook as IMAP. It's not syncing the same in that one...!

    Seems a little bit strange. As I know, although there may be some restrictions, the IMAP account can indeed support sync email items and it does not support sync other items such as calendars, contacts or tasks. For more sync information, you could check this article: Sync basics - what you can and cannot sync.

    Does it not sync any mailbox items at all? Or only part of them? Does this not sync issue happen to all your Outlook clients?
    From the perspective of the Outlook client, it seems that there is no options to prevent IMAP account from syncing with mail server. Please try to contact your mailbox administrator and check if they have made some specific configurations.

    Besides, using Exchange email account is indeed a better way to solve your issue. Exchange accounts could help sync all your mailbox items in different Outlook clients once you have logged into it.

    Hope this could be helpful to you.

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