How to search a delegate mailbox simply when using Outlook 2010 and BPOS-S (Exchange 2007 backend)

Posted on 2011-05-05
Last Modified: 2012-05-11
Hi all,

We're in the process of a migration from Lotus Notes into BPOS-S, and then at some point in the next 6 months we're moving again into BPOS-D (single tenant 'private cloud' that will not be hosted by Microsoft).

The problem that's cropped up, is having just migrated a VIP (Vice President of Distribution for all of Europe!) and his PA.

In Lotus Notes, his PA was able to just open his mail file, and search through his mail (using the search feature), and using the 'All Documents' view it would happily search through every folder he had etc for mails or whatever she was searching for.

Now they're both using Outlook 2010 with this BPOS Exchange 2007 backend, I cannot find a way for her to search his mail file AT ALL (whilst still using her own profile)! I've tried 2 main steps, the first was to add his mail file as an 'Additional Mailbox' to open when she fires up Outlook. She is happily able to browse his mail, manage his calendar, send as him etc, but whenever she performs any searches of any kind (even with 'All Mail Items' or 'All Outlook Items' selected) it searches her mail file and ignores his completely.

So after googling and playing around with indexing policy settings and still getting nowhere at all (even in search locations, his mailbox is simply not there to select), I found out about being able to have multiple exchange accounts within the single profile in Outlook 2010. However I can't get that to work either, partly because once added, Outlook takes about 5 minutes to launch, and even when opened, it just says 'An Object is missing' and 'Cannot expand the folder' whenever she actually clicks on the VP's mail file to open it or do anything with it. Besides that, to do this it seems you have to provide his Exchange credentials, and it's just not feasible for him to have to keep sending her his password every time he changes it, and for her to then have to go in and change it all etc.

So, after that lengthy explanation, is there any easy way for her to be able to search his mail without actually having to know his password?? (i.e. using the delegation method that she is currently using??)

Any advice on what options I have (and if you're aware, what options I *may* have (assuming they're different) when we make the move to BPOS-D and Exchange 2010!).

It's also worth noting that this is a problematic user at the best of times, and she obviously has an *extreme* VIP in her corner, so the solution really needs to be as basic and easy as possible, if it even exists in our environment... It's just typical that this is the one thing that seems to work 'better' in Lotus Notes and is now causing a major upset, even though just about every other aspect has seen positive feedback during the migration. :(

Many thanks,


Question by:PeteJThomas
    LVL 47

    Expert Comment

    Make sure the User has the latest version of Windows Search Installed

    Then make sure that the user has cached exchange mode turned on. (Full Caching is available in Outlook 2010)

    Under the users Account settings where you add the additional Mailbox, you need to make sure the options for Shared Folders is also checked.

    Then go to Index options ,in control panel
    You will need to check the Index File types and make sure OST is selected.

    Once done rebuild the index

    You should then be able to search for items in the Additional Mailbox

    LVL 19

    Author Comment

    Hi Apache09,

    Thanks for the response. I've been following through your instructions but various bits don't match what I'm seeing...

    So, let me show you an example (I'm testing all this on my own mail file with another IT colleague).

    Here you can see I have her mailbox as an additional:

    Here can you see that I've got Download Shared Folders selected:

    Now the indexing options, you can see that .ost is selected:

     index ost
    And here, when selecting what to Index, you can see that for some reason my colleagues mail file is not even an option:

    So I guess the key is figuring out why it's not allowing me to index my colleagues mail file??

    Oh and you can also see that I'm definitely running in cached mode:

     Cached mode
    So, any suggestions as to why it may not be allowing me to index Kim's in my test?

    Many thanks for your assistance,

    LVL 19

    Accepted Solution

    Hi, no one has responded to this I'm afraid. I will close off the Question.
    LVL 19

    Author Closing Comment

    Don't think the relevant experts with the answers saw my question... :( Or maybe it just isn't possible?
    LVL 6

    Expert Comment

    Not sure if you're still interested but,

    I was doing some research on the same issue and have come across a few bricks walls until I hit this thread. The above procedure from Apache is almost there, they just missed one crucial step. Under indexing options you need to specify to look in the directory c:\users\[user profile]\app data\local\microsoft\outlook    This is where the .ost file lives and needs to be added to the indexing options for the operating system to know what it's searching (I also had to add the whole C drive and deselect all the folders that I did not want for it too work).

      The only kicker is that the search will only work in the Windows 7 Operating System and not the Outlook client (click the Orb in the lower left corner of thh screen and search). Crazy as that may be this seems to be the case. The Os knows to search the .ost file when pointed to it. I believe that outlook will not search another user's mailbox inside the client because of authentication reasons.

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