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Deleted email going in the wrong Box...

Posted on 2006-07-10
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Last Modified: 2010-04-08
OK I tried to do a search and came up empty... The email is not exactly going into the wrong box.  I guess are new HR rep is a bit picky.  We run a separate email account for General HR Stuff like Monster.com and people to send resume too. I set it up in office 2003 for her log in to have access to that email account so she gets a folder and has the rights to do as she wills will the email, but when she deletes the message instead of going to the deleted items in the HR folder it ends up in her folder.  I am assuming this is how it works but maybe there is a way to have it go to its own folder -any advice will be helpful
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Question by:gotti777
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by:Dufo G. Belski
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I think the only way to do that is to have two Outlook profiles, one for her and one for General HR stuff.  Then when she starts Outlook it should ask her which profile she wants to use.
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Dufo G. Belski earned 400 total points
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This is obviously cumbersome, but it's the only solution, AFAIK.  Either that or she has to live with the way it presently works.  These are our modified instructions, assuming you also use Exchange.

Creating a Separate Outlook Profile

WHEN:  Create a Microsoft Outlook profile for the office or component or shared mailbox when you want to open the office/component/sharedt mailbox separately from an individual user’s mailbox.  Only one profile can be accessed at a time, so the user will have to close his/her own Outlook profile before opening the shared mailbox profile.

ADVANTAGES
•      Messages sent will be FROM the shared mailbox automatically without the user having to fill in the FROM field on the New Message screen;
•      Messages will be saved in the Sent Items folder automatically without the user having to drag and drop the messages from his/her own Sent Items folder;
•      Separate Calendar, Tasks, and Drafts folders may be managed and shared more easily;
•      A Personal Folders file can be added to the shared mailbox.

DISADVANTAGES
•      Adds an extra step to the Outlook login (user must choose profile after clicking on the Outlook icon before mailbox opens);
•      User cannot see both his own and component/shared mailbox at the same time;
•      User may be closing and opening Outlook frequently during the day in order to switch profiles and access alternate mailbox(es);
•      Only one user can access the shared mailbox Personal Folders PST file at one time; all others will be denied access (true of all PST files, whether shared or not).

PRELIMINARY REQUIREMENTS - These instructions apply to Outlook XP.
•      The global group account for the shared mailbox must be created in Enterprise Administrator (for NT sites) or Active Directory Users and Computers (ADUC for AD sites) and populated with the accounts of all users who will have access (this does NOT apply to individual users whose mailbox may be shared with another individual – these permissions can be managed on the mailbox or AD account itself, without any global group);
•      The mailbox for the office or component must be created and associated with that global group account;
•      The user who wants to access the shared mailbox must be logged onto the workstation where the separate profile is to be created.
 

1.      Close Outlook.  Right-click on the Microsoft Outlook icon (NOT an OL shortcut) and choose Properties from the drop-down menu
 
(or click Start, Settings, Control Panel and double-click on the Mail icon.)
 

2.      When the Mail Setup screen appears, click on the Show Profiles… button.  

3.      When the Mail screen appears, click on the Add… button.

 
4.      When the New Profile screen appears, enter the Profile Name as Office Mailbox or the user’s Mailbox Name for a shared mailbox and click OK.

   OR    

5.      On the E-mail Accounts screen, select Add a new e-mail account and click Next >.

 

6.      When the Server Type screen appears, select Microsoft Exchange Server and click the Next > button.
 

 
7.      On the E-mail Accounts screen, type in the Exchange server name in the Microsoft Exchange Server: field, then tab to the User Name: field and enter the component/office mailbox name or user’s mailbox name, then click the Check Name button.  MAKE SURE THE “Use Cached Exchange Mode” BOX IS NOT CHECKED!

  or  

8.      Once the server and mailbox names have verified (been underlined), click the Next > button.  

  OR  

9.      Now, click the Finish button.

10.      Back on the Mail screen, click on/select “Prompt for a profile to be used”.
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