Network Administration: Viewing Another Mailbox

Sometimes, you want to set up Microsoft Outlook so that in addition to the user’s main mailbox, he or she has access to another user’s mailbox. For example, suppose you create a user named Support so that your customers can send e-mail to Support@YourCompany.com to ask technical support questions. If you don’t set up at least one of your users so that he or she can read the Support mailbox, any mail sent to Support@YourCompany.com will languish unanswered.

Assuming that’s not what you want, you can set up one or more of your users to access the Support mailbox so that they can read and respond to the mail.

First, you must configure the Support user account’s mailbox so that it grants access rights to the user that you want to have access to the account. To do that, follow these steps:

  1. On the server, open Exchange Management Console and then select the mailbox you want to access from another user’s Outlook.

  2. In the Actions pane (on the right side of the Exchange Management Console window), click Manage Full Access Permission.

    The Manage Full Access Permission Wizard appears.

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  3. Click the Add button.

    This brings up a dialog box titled Select User or Group.

  4. Select the user you want to grant access to; then click OK.

    You’re returned to the wizard. The user you added will be selected in the list of users with access to the mailbox.

  5. Click the Manage button.

    The mailbox rights will be updated. The wizard displays a summary page to let you know that the change was successfully made.

  6. Click Finish.

    The Manage Full Access Permission Wizard is dismissed.

After you’ve granted access to the account, you can configure the user’s Outlook to read the Support account. Follow these steps:

  1. On the user’s computer, start Outlook and choose Tools→Account.

    The Account Settings dialog box is displayed.

  2. Select your main e-mail account and then click Change.

    The Server Settings dialog box appears.

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  3. Click the More Settings button and then click the Advanced tab.

    The Advanced tab of the Microsoft Exchange dialog box appears.

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  4. Click the Add button.

    A dialog box appears to prompt you for the name of the mailbox you want to add.

  5. Type the name of the mailbox you want to add, and then click OK.

    The mailbox is added to the list box in the Microsoft Exchange dialog box.

  6. Click OK.

    You’re returned to the Exchange Settings dialog box.

  7. Click Next, and then click Finish.

    You’re done! You can now view the Support mailbox.

To actually view the mailbox, you need to open the Folder List window in Outlook (by choosing View→Folder List). Then, you can double-click the Support mailbox in the list to open it.