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Microsoft Exchange shared email account - best strategy?

Posted on 2014-10-12
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I'm trying to work out the best way of doing this.
Company is using SBS 2011 with POP3 connector.  Outlook 2013 on the clients.
Email address is accounts@companyname.com
There will be 2 members of staff needing to access this mailbox.
The options I see are as follows;
1) Set up a local user called accounts, and the 2 members of staff login to this account simultaneously.  This would seem the simplest method, but does the simultaneous login have the potential to cause any problems?
2) Create a user called accounts, accounts1 and accounts2.  Share the accounts mailbox, and have accounts1 and accounts2 login.  How would I ensure that when they sent emails that they would come from the email address accounts@companyname.com, rather than their own discrete accounts1 and accounts2 email addresses?
Any advice appreciated.....
Thanks
Alex
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Question by:alexh75
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Expert Comment

by:ozgc
ID: 40375816
Both will work but it depends.
Option 1 - Simplest solution to setup. Simultaneous logins are a non issue. The only issue i see is that there is no accountability. All emails go out to the outside world as the same person which is fine because thats what you want.  Lets say one of the two users sends a email incorrectly or makes a big mistake; you'll have no idea who made the mistake. Both users are using the same login to access the account so it looks like one person from a internal perspective.
Option 2 - This would be my choice. Create  a shared account (ex CustomerService) and give user1 and user2 owner access to the account and allow Send on behalf rights. This way you can keep track of which users are sending out a particular email, but to the outside world it still looks like its coming from the single customerservice account.

Good Luck
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Author Comment

by:alexh75
ID: 40375878
ok thanks for that.  Tried that, but still seem to have an issue.
Set up accounts and granted full access and send on behalf rights to accounts1.
Logged into workstation, then started up Outlook.  The wizard then took me through the process for setting up accounts1, went through that, have the accounts1 mailbox.  Opened up additional mailbox accounts, no problem that opened and sits underneath accounts1.  Sent test email to the outside world, this works but this defaults from accounts1, and I don't have an option to send from "accounts" when sending?
Thanks
Alex
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Accepted Solution

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ozgc earned 250 total points
ID: 40376045
Did you add the shared account to the users account in this manner?
http://www.groovypost.com/howto/add-additional-mailbox-in-outlook-2013/

Outlook 2013 is always supposed to show the "from" field when more than 1 account is involved.
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Assisted Solution

by:Gareth Gudger
Gareth Gudger earned 250 total points
ID: 40376164
Hi Alex,

You need to turn on the FROM: field in Outlook.

Open a new message, go to the Options tab and click the From button. This will add the From field to all future emails you send.

You can then click the From button and select "Other Address Book" from the drop box.
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