Having reception reply to email for excutive

I have a customer where the president was his receptionist answer emails for him. Is the following possible with SBS 2011? Or Office 365? He is open to move to office 365. Or another solution?? Here is his question

 Is there a way for Brandi to have real-time access to my e-mail accounts (all), such that if I am out of the office, she could see any of my messages and respond?  Hand-in-hand with this, any changes that she makes would be reflected on my outlook when I log in the next time?

 

As an example, if you e-mailed me and I was out of the office, Brandi could:

-          See your email

-          Reply to it on my behalf

-          Delete the e-mail if the matter was resolved

-          Categorize the item as “Need To Reply” folder if I need to handle it
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GerhardpetAsked:
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K BCommented:
Brandi needs the following permissions to executive's mailbox:

1. Full Access
2. Send-As (complete impersonation of executive)
3. Send on-behalf (shows send on-behalf in "from line")

Where are both mailboxes? 365 or on premise exchange?

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GerhardpetAuthor Commented:
Both are on SBS on premise but will move to 365 sometime in the next year.

So how does Brandy need to have her Outlook configured to see and manage the president's email?
K BCommented:
Add Shared Mailbox
To add a shared mailbox in Outlook, do the following:

Open Outlook.
Click File.
Click Info on the left.
Click the Account Settings button and select Account Settings....
Select your Exchange account.
Click the Change button at the top of the window ....
Click More Settings....
Click the Advanced tab.
Click the Add button.
Enter the name of the shared mailbox and click OK.
Click Apply and then click OK.
Click Next.
Click Finish.
Click Close.
Click Mail on the left. The shared mailbox appears on the left side of the screen. Expand the mailbox to view its contents.
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K BCommented:
Right click and The mailbox in the same way to add full access permissions.
K BCommented:
Send on behalf (not sure if you need this):
http://www.shudnow.net/2007/08/12/send-on-behalf-and-send-as/
albert_miquelit managerCommented:
The only thing that will not happen is that these email will not be put on tour sent items it will be put on answerer sent ítems
K BCommented:
Yes. You can create a rule to copy it to executives mailbox sent items or attempt to open mailbox in OWA  - the latter I haven't tried.
albert_miquelit managerCommented:
To put brandy answer on president sent ítems you
Must use an imap account on brandy outlook
These option can be combined with above option
BenCommented:
Kb's answers are right and don't use IMAP that's a bad idea.

365 now has a powershell script that you can enable when setting up a users shared access to a mailbox to auto copy sent items over but I'm unsure if that's available for your version of exchange.

Failing that another option is to setup the mailbox as a full account with the ceo's password credentials saved which will then automatically put sent items in the right mailbox. Sometimes this isn't the best choice because she would need to have his password entered in the machine at all times and when it expires she would have to update it but it would give then all the functions they want
GerhardpetAuthor Commented:
K B,
Where do I set these permissions on the SBS exchange mailbox

1. Full Access
2. Send-As (complete impersonation of executive)
3. Send on-behalf (shows send on-behalf in "from line")
GerhardpetAuthor Commented:
K B,
I got it all setup and working but notice that when Brandi deletes form the president inbox they go to her deleted items not the mailbox of the president.

Is there a work around for this?
K BCommented:
Create an outlook rule
GerhardpetAuthor Commented:
K B,
Ok I will try that. But you said that in Office 365 it no longer requires a rule for it to work...is that correct?

Bob said this above
365 now has a powershell script that you can enable when setting up a users shared access to a mailbox to auto copy sent items over but I'm unsure if that's available for your version of exchange.
K BCommented:
mind you, that is Sent Items.. not deleted items.
GerhardpetAuthor Commented:
I does not say anything about deleted items. Will it work the same sent items?
K BCommented:
No it won't
BenCommented:
I posted regarding the power shell script for 365 above.

It's sent items only and is basically just an automated copy rule but it does work quite well.

For deleted items you can either create a rule or give them the full mailbox
GerhardpetAuthor Commented:
Ben,
What do you mean give them the full mailbox?
K BCommented:
full access to the mailbox means they open outlook and that is the bosses email (not additional mailbox).. that is not ideal.. the user would have to use OWA for her own email (or the boss's email) separately.  Outlook rule would be easiest.
GerhardpetAuthor Commented:
K B,
I'm trying to create a rule in Outlook that will move the deleted emails from Brandi to the President for only the emails that she deletes on behalf of the president. I can't figure it out how to create the rule? Can you help?
K BCommented:
Wow!  look at this.. never knew this existed.

https://support.microsoft.com/en-us/kb/202517
GerhardpetAuthor Commented:
Thanks for all of your help K B!
BenCommented:
You can have two full mailboxes open in outlook 2010 forward.

Just go to control panel then mail then add the account in there using the bosses email address and password.
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