Want to protect your cyber security and still get fast solutions? Ask a secure question today.Go Premium


Exchange 2003 sending permission from a shared, secondary mailbox in Outlook.

Posted on 2007-08-03
Medium Priority
Last Modified: 2013-11-05
The scenario:
We have a claims department of 3 users.  They each have a mailbox on our Exchange 2003 SBS.  Management just told me that I need to create a "claims" mailbox, so people can email claims@companyname.com.  Everyone in the claims department needs to have access to.  I decided to just have the claims mailbox opened on the three claims department members, so they'd all have access to it straight from their Outlook, to check new emails, etc.

What I did:
First, I created a "claimsdepartment" global security group, made the three claims department staff as members of that group, then created a "claims" user, mail-enabled, and in Userproperties --> Exchange Advanced --> Mailbox Rights, I gave the "claimsdepartment" group the 'allow' permission for everything except "associated external account", which it wouldn't let me do.  I then logged in as the three claims department staff, and added the mailbox in Exchange as Tools --> Email Accounts --> Change existing account --> More settings --> Advanced, and then added "claims" in the "open these existing mailboxes" field.  This worked just fine... All three of them now had the "claims" mailbox opened below their individual mailbox.  They could all view incoming emails just fine.

The problem:
If an email comes in, and claim staff member #2 replies to the email, the email will show as 'replied' on the other two claims staff member's outlooks, but it doesn't show WHAT the reply WAS, which is CRUCIAL for this department.  The reason it doesn't show why, is because when that user replies to the email, they send it as THEMSELVES, so if, for instance "Kim" replies to the email, it goes to Kim's "sent items", instead of the "claims" sent items.  

I thought perhaps giving them send-as permission would do it, so i went to the Exchange General tab of the "Claims" user AD object, and gave them send-as permission, but that just means the email is sent "Kim on behalf of Claims", and the email still goes into Kim's 'sent items'.

What I need:
I need for any email that they reply to in the "claims" mailbox, to go to the "claims" sent items, so that anyone else in the claims department can look and see what the reply to a claim email was.

What can i do?  Someone please help.
Question by:Mystical_Ice
LVL 104

Accepted Solution

Sembee earned 1000 total points
ID: 19627671
Two things.
1. You gave the users too many permissions. They don't need all of those permissions. The only thing that is required is Full Mailbox and Send As permission. Nothing else. You can actually stop the other users from working correctly on the mailbox.

2. The behaviour you are seeing is by design. Outlook stores outbound email in the Sent Items of the default mailbox. If you want to change it then you will need to use a third party tool. There are two I am aware of. Unisent: http://www.ivasoft.biz/unisent.html and Sent Items Organizer: http://www.sperrysoftware.com/Outlook/Sent-Items-Organizer.asp

LVL 38

Assisted Solution

by:Hypercat (Deb)
Hypercat (Deb) earned 1000 total points
ID: 19628073
An alternative workaround to the 3rd party tools mentioned by Simon is one we've used in a similar type of situation where multiple users are managing the same email.  It's fairly simply - set up an Outlook rule on each user's workstation to forward a copy of any sent email to the Claims Dept. shared mailbox.  That way, the reply that was sent by the individual shows up in the main Inbox folder of the shared mailbox and everyone sees it immediately.  If you don't want all of their sent email copied to the shared mailbox, then you can also train them to send a BCC copy of any relevant sent emails to the shared mailbox.

Featured Post

[Webinar] Database Backup and Recovery

Does your company store data on premises, off site, in the cloud, or a combination of these? If you answered “yes”, you need a data backup recovery plan that fits each and every platform. Watch now as as Percona teaches us how to build agile data backup recovery plan.

Question has a verified solution.

If you are experiencing a similar issue, please ask a related question

There can be many situations demanding the conversion of Outlook OST files to PST format and as such, there is no shortage of automated tools to perform this conversion. However, what makes Stellar OST to PST converter stand above the rest? Let us e…
Microsoft Jet database engine errors can crop up out of nowhere to disrupt the working of the Exchange server. Decoding why a particular error occurs goes a long way in determining the right solution for it.
This Experts Exchange video Micro Tutorial shows how to tell Microsoft Office that a word is NOT spelled correctly. Microsoft Office has a built-in, main dictionary that is shared by Office apps, including Excel, Outlook, PowerPoint, and Word. When …
This video shows how to quickly and easily add an email signature for all users on Exchange 2016. The resulting signature is applied on a server level by Exchange Online. The email signature template has been downloaded from: www.mail-signatures…
Suggested Courses
Course of the Month13 days, 15 hours left to enroll

581 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question