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Delegate can't search

Posted on 2013-11-18
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Last Modified: 2014-01-07
I have given delegate access to my assistant to allow her work with my emails, in particular search my emails based on various criteria.
Unfortunatelly this is exactly what she can't do. She doesn't have a Searchfolder available when she works with my email Folders, nor does she find any mailitem in my mail account when she searches for it in the mailfolder. I am using OL2013, my assistant uses OL2010. Our Exchange Server is outsourced and hosted by a Server Provider out of a data center.
My assistant has been granted full Access to my Mailbox.
What can we do to make search work for her?
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Question by:KKress
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by:Iain MacMillan
ID: 39661874
searching usually involves having your outlook app mounted onto the in-built Windows search function (esp when using Cached Mode).  Since this is not her mailbox, her system indexer will just be covering her mail system & client, not yours.

The Indexing service is found in the Control Panel --> Indexing Options, usually you will find 1 entry for Outlook client installed on the local system.

using 2 different clients is unusual in a corporate environment, and you don't list your version of Windows and Exchange server, but I'm not certain there is a way to index 2 different mailboxes, especially ones not hosted on your LAN.  I'm sure I read that some indexing permissions can be done from the server side on Exch 2010, but involve policy & registry changes to each system -- will see if i can find the article again.

however if the user has been granted FULL permissions to your mailbox (delegate access is not enough for sub-folders), the normal adv method of search should work, including sub-folders (use CTRL+SHIFT+F).  Large mailboxes could be very slow.
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by:KKress
ID: 39676884
@IainNIX: Let me see whether I understood what you are trying to tell me:
1. There might be a way to grant indexing permission via Echange Server. It would be helpful if you could find that article again.
2. What means: granted full permissions to my Mailbox? Where and how could I do that?
Thanks for your help
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Iain MacMillan earned 500 total points
ID: 39676959
i think i found the info for you, 2nd reply from TechNet Assistant -- http://social.technet.microsoft.com/Forums/exchange/en-US/73ae6d0a-9caf-4370-ada8-c418a5a9e39b/exchange-2010-mailboxes-cant-search-delegates-subfolders-without-full-access-permission

full permissions are granted via EMC if i recall under Exch 2010 (its via AD profile in Exch 2003).  Guide is here for changing the mailbox permissions - http://technet.microsoft.com/en-us/library/aa996343%28v=exchg.141%29.aspx

You would then add the mailbox to the delegate's Outlook client as usual, and they should now be able to search as they would their own emails.
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Author Comment

by:KKress
ID: 39687144
@IainNIX: I thought I posted the following comment a few days ago, but it seems to have vanished:
In order to verify whether your Suggestion works I Need to wait until next week for understanding on how to have our Provider make the changes in EMC. Unfortunatelly our own Admin is on vacation and posting is request with our Provider is nothing I have done yet. So please bear with me until I can see the effect. Thx!
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by:Iain MacMillan
ID: 39689324
not a problem.....we will wait on your feedback.
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Author Closing Comment

by:KKress
ID: 39736166
@IainNIX: Thanks for your help, again. I'm afraid it takes a littler longer until we get this implemented due to Absence of my Admin and processes implemented at my Provider.
Nevertheless, what you say makes sense to me and therefore I'd want to credit you for finding this answer.
Merry Christmas and a happy new Year to you
Klaus Kress
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by:Iain MacMillan
ID: 39761988
many thanks for the update/feedback - happy new year Klaus
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