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Clarifying Shared Mailbox workings

Posted on 2011-09-23
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Last Modified: 2012-05-12
I would like an experts assistance in clarifying Outlook 2010 and Exchange 2007 workings for shared mailboxes vs Outlook multiple profiles.

The scenario is two users who each have their own Exchange mailbox would like to have another email address to share between them e.g. private@abc.co.uk, the content of this new shared email address is to be private and not available for any others to access apart from the two users. They will both require to access the email in private@abc.co.uk, replying to emails, etc.

a) The two users of this private email address would also prefer when they reply to an email they have received at this address (private@abc.co.uk), so that the reply contains their user name e.g. Fred Bloggs so the email has been replied to by Fred Bloggs. Is this possible?

b) Then if the recipient receiving the email from Fred Bloggs replies will that reply go to Fred Bloggs or the private@abc.co.uk?

c) Would it be better/easier just to add another outlook profile to the users allowing them to choose between which mailbox content they view when logging in? e.g.  private@abc.co.uk or fred.bloggs@abc.co.uk?

d) The users may also need the facility available to them on their laptops and smartphone as well as their PC's will this still be workable?

Thanks Experts
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Question by:npcinfo
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Expert Comment

by:erisraven
ID: 36586740
You'll create a third email box (private@abc.co.uk) and set up rights for it through a AD group. Grant both users send-on-behalf access If they want to have it show their name and the mailbox name.  Send-as otherwise.
With outlook they should be able to add the mailbox as a secondary mailbox on their account (like a shared calendar). Tools>email accounts>View or change existing email>change>more settings>advanced tab>add.
The reply will go to the shared box.
I can't speak to the smartphone issue. Never tried it. The laptop should be fine though.
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Author Comment

by:npcinfo
ID: 36598430
Thanks for your reply :)

Does this mean setting up in the way you suggested there will be a mix in Fred Bloggs's Inbox of his emails and the private@abc.co.uk email?

If this is the case and where Exchange has been set up for Fred Bloggs so that on Delivery Options, Send on behalf, Forward to another person e.g. Jim Smith, will Jim Smith also receive copies of the emails addressed to private@abc.co.uk?

Thanks
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Accepted Solution

by:
erisraven earned 250 total points
ID: 36598814
No, they won't mix. It'll show as a completely separate mailbox tree in the same window. They will both be able to send email from the box.
Try it on your own account, and you'll see what I mean.
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Author Closing Comment

by:npcinfo
ID: 36598919
Thanks very much Expert :)
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