My company has the following set up to handle customer service. Is there a better way? What are the dangers associated with using POP like this?
For two people to handle our correspondence at customerservice@ourco.com we currently have two PCs with Window 7, Outlook 2010 installed on both. Outlook is set up really simply to download the POP messages without deleting them. To clarify, I have two PCs with Outlook configured to access exactly the same POP server, username, inbox, and password, and they are both downloading the same messages at the same time. The two customer service people see the same messages and reply back. When everyone is playing by the rules, we remember to CC customerservice@ourco.com so that our other team members can tell what's been said without looking in the Send folder.
I am concerned with the server filling up with messages, and I also guess I don't know what I don't know. I've never touched mail servers before beyond setting up client apps like Outlook and Tunderbird. No Exchange experience. Where else can I go to get a better handle on planning e-mail use for a very small company (3 people)?
Thanks!