PC Adm: How to Create Groups Spanning Multiple Postoffices (103379)

This article was previously published under Q103379

Using versions 3.0 and 3.2 of Microsoft Mail for PC Networks, you can create groups on one postoffice (PO) that span multiple postoffices. There are several different ways to do this, depending on the level of detail you want available to the users. This article describes two scenarios.

Configuration Information

PO1 has 20 users whose names begin with A (Adam,Andy,Alex,Ann,...).
PO2 has 20 users whose names begin with B (Bob,Brad,Bret,Barb,...).
PO3 has 20 users whose names begin with C (Carl,Cary,Chris,Carol,...).

All three postoffices are connected via the External Mail program and form the entire Mail system.

Scenario 1

The ABC company wants each postoffice to have a group name that, when selected, allows mail to be sent to everyone in the company. To set up this scenario so that the least amount of maintenance is needed, do the following:

1. Create a group on each postoffice titled "All PO# Users," where # is the postoffice number. Each group should contain 20 members and should contain ALL local users, but NO external users.
2. Export updated address lists among all postoffices (or let the directory synchronization (Dir-Sync) cycle complete).
   
   NOTE: If a group only contains users on the local postoffice, it can participate in Dir-Sync.
3. From the Administrator program on each postoffice, merge the two group names from the other postoffices into the local postoffice address list (POL) using the Address, Create command.
4. Create an "All Users at ABC Company" group on EACH postoffice. The group should contain all 20 local users (the same users as in step 1 above) AND the 2 "All PO# Users" group names from the other 2 postoffices (22 names in all).
   
   Notes:
   
   
   • Once the groups in step 4 have been created, you should not export the address list again. Doing so will create duplicate group names on the Global Address List (GAL).
   • Because this group will contain two external addresses, it will not participate in Dir-Sync.

General Notes

• Whenever a new user is added to a local postoffice, the administrator of that postoffice should add the new user to both the All PO# Users group and the All Users at ABC Company group on the local postoffice.
• Details on the members of the groups at the external postoffices will not be available from the local postoffice.

Scenario 2

Andy, Alex, Ann, Brad, Bret, Barb, Cary, Chris, and Carol are working on a new project for the ABC company. They want to set up a group name on each postoffice that all their users will use to submit project-related mail. This way, all project members will be kept abreast of any changes or developing problems.

1. From the Administrator program on each postoffice, use the Address, Create command to merge six addresses from the other postoffices into the local postoffice address list. The addresses to merge are the individual project members located on each of the other two postoffices.
2. Create a "Hot Project" group on EACH postoffice containing the three local project members and the six merged addresses of the external project members.

Notes

• Any external address merged into a local postoffice address list is like a snapshot in that it only captures one moment in time. Any changes made at the external postoffice (even with Dir-Sync or address exporting) will not be reflected in the merged address. All changes will require manual administration.
• Because all group members have been individually merged into the local postoffice address list, all details will be available for the "Hot Project" group.