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Outlook "Open these additional mailboxes" feature

I love this feature for letting multiple administrate a mailbox! However, I'm now wondering how to be able to send mail from one mailbox versus another.

Example: UserA has his own Exchange mailbox. He also has the additional mailbox, "Support", attached to his exchange account, as do other users. On occasion, UserA will want to send an outgoing email from the Support account, thereby using the "sender's address" of the support account, rather than his own email address.

Does anyone know how this is possible?

Thanks!
-Dave
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davegibson8000
Asked:
davegibson8000
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2 Solutions
 
AndreDekoltaCommented:
Hello davegibson8000!

What you're talking about is "delegation."

About Delegate Access
This feature requires you to be using a Microsoft Exchange Server e-mail account.

Just as you might have an assistant who helps you manage your incoming paper mail, Microsoft Outlook provides similar functionality by making it possible for you to give another person access to your Inbox and any other Outlook folder you want. The process of granting someone permission to open your folders, read and create items, and respond to requests for you is called delegate access.

As the person granting permission, you determine the level of access the delegate has. You can give a delegate permission to read items in your folders, or to read, create, modify, and delete items. You can give a delegate permission to send mail and to respond to mail on your behalf. The delegate can also organize meetings on your behalf and respond to meeting requests and task requests sent to you. By default, if you grant someone access to your folders, that delegate has access to the items in the folders, except items marked private. You must grant additional permissions to allow access to private items.

Note  If you want to use the Delegate Access feature, your mail must be delivered to your mailbox on the server, not to a personal folders file on your hard disk.

Hope this helps,

Andre...
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AndreDekoltaCommented:
BTW:

Owner Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels others have for the folder. (Does not apply to delegates.)
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AndreDekoltaCommented:
Delegate Access permissions
This feature requires you to be using a Microsoft Exchange Server e-mail account.

The levels of permission that a delegate can be granted are as follows:

Author    As a delegate, you can read and create items, and modify and delete items you create. For example, a delegate can create task requests and meeting requests directly in the manager's Task or Calendar folder, and then send either item on the manager's behalf.

Editor    As a delegate, you can do everything an Author can do, plus modify and delete the items the manager created.

Reviewer    As a delegate, you can read items; for example a delegate with Reviewer permission can read messages in another person's Inbox.

Note   With author or editor permissions, the delegate has send-on-behalf-of permission. Sent messages contain both the manager's and delegate's names. Message recipients see the manager's name in the Sent On Behalf Of box and the delegate's name in the From box.

If a delegate needs permission to work with meeting requests and responses only, the manager can select the user on the Delegates tab (Tools menu, Options command), click Permissions, and then select the Delegate receives copies of meeting-related messages sent to me check box. The manager does not need to grant permission to their Inbox. Meeting requests and responses will go directly to the delegate's Inbox. The delegate will, however, need editor permission to the manager's Calendar folder, because once they respond to the meeting on behalf of the manager, the meeting is automatically added to the manager's Calendar folder.
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AndreDekoltaCommented:
And...

Open additional Exchange mailboxes
This feature requires you to be using a Microsoft Exchange Server e-mail account.

If you have delegate access permission for other Exchange mailboxes, you can specify which mailboxes to open in Microsoft Outlook.

On the Tools menu, click E-mail accounts, select View or change existing e-mail accounts, click Next, select the Exchange account, and then click Change.
Click More Settings, then click the Advanced tab.
Under Mailboxes, click Add, and then select the mailboxes to add.

Andre...
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johanvz1Commented:
Also if there is nothing sensitive enabling the Guest account should get rid of any authorization request this you must however only do if you have no sensitive date on there and it is a test environment
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johanvz1Commented:
sorry wrong question
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davegibson8000Author Commented:
Lots of great information, Andre! I have found all that you have mentioned, and it all makes sense.

I still cannot find an answer to my greatest question - how do I send the mail from the account I'm delegated to, instead of from my default address? To follow my example, UserA now has "send as" rights, and has the additional mailbox opened in Outlook. But when the user tries to send an email as the other user ("Support"), he can't see how to. The "Accounts" button only lists "Microsoft Exchange Server" as the only account; nowhere else can I find an area to tell the email being composed to send itself with the alternate sender's email address.

Does this make sense yet?

-Dave
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AndreDekoltaCommented:
davegibson8000,

Send and receive messages
In most cases, messages are sent automatically whenever you click Send, and received at several possible times, including when starting Microsoft Outlook, at automatic intervals, and upon manual Send/Receive requests.

Do any of the following:

Send and receive messages for all accounts

On the Tools menu, point to Send/Receive, and then click Send/Recieve All .
Send and receive messages for a selected account

On the Tools menu, point to Send/Receive, point to the account, and then click Inbox.
Send an e-mail from a specific account

If you have set up multiple e-mail accounts in Microsoft Outlook, you can specify which account to use when sending a message. By default, e-mail is sent by using the account specified as the default in the E-Mail Accounts Wizard. For example, your default account may be your work e-mail account, but you can specify to send a message from another e-mail account, such as your personal Internet service provider (ISP) account.

In the message, click Accounts.
Click the account you want to use.
Note  Sending messages from your ISP account may require you to be connected to that provider in order to receive permission to use the e-mail server. Contact your network administrator or ISP for more information.

Andre...
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davegibson8000Author Commented:
Thanks again, but another near-miss. The only info close there was the info about the "Accounts" button. In my case, I only have one account available: "Microsoft Exchange Server". However, in this account, I have it opening an additional mailbox. So when I'm composing a new message, I can press the "Accounts" button, but it only shows me one account.

Since that account has two mailboxes, how can I select which mailbox to send from?

-Dave
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AndreDekoltaCommented:
davegibson8000,

Remember, the key here is to compose your email then select "Send and Receive" you'll have the option to send from a selected account and/or group.

Andre...
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johanvz1Commented:
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cj_1969Commented:
If you have delegate permissions when you go to create a new email message you should have an additional dropdown box above the recipients one.  You should be able to select any of the names that you have delegate (send on behalf of) permissons for.
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EksteenCommented:
dave maybe this is what you are looking for

open a new email in outlook 2003. at the top is an options button. next to it is a pulldown menu. select from there. in the now displayd from field type in the name from whom it is support to be sent.

if your rights etc ar set correctly the other paty will receive and email from xxxxxxx on behalf of yyyyyy
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EksteenCommented:
read the postings again

dave I think what I answered before is what you are looking for.

and have you tried working with public folders instead?  ie assigning an email address to a central public folder. then there is one place where the emails appear and does not have the extra overhead of all the inbox stuff such as tasks, calendar etc.  

then create a subfolder fr items actioned for intance. this way when someon picks up the email and answers it and it has been satisfactorily resolved they just move it to the actioned folder. this way things does not happen twice.... we use this in combination with helpdesk software, website etc for IT support.

works ok...
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davegibson8000Author Commented:
Thanks guys! Eksteen's answer was the missing link. I split the points due to all the other help.
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dsnegi_25decCommented:
Nees send and receive permission also additional mailbox
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