February 2005   Issue No. 79
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Tips of the Month: Managing Multiple Exchange Mailboxes in Microsoft Outlook
Sin Yoke Kheng
You have probably learnt about the importance and advantages of using role-based email accounts in the article "Using Role-Based Email Address in NTU" in this issue of iTzone. Role-based email addresses enable a staff to handle his multiple roles with ease.
 
Microsoft Outlook has features that allow the user to manage multiple Exchange mailbox accounts from a single profile without having to log on separately to each account, facilitating a single user's management of multiple roles.
 
Using the same example of a faculty member who is also the chief organiser of a conference, in addition to his normal duties within his department, the steps below illustrate how the staff can set up his accounts (a one-time effort) in Outlook 2002/2003. With this, when he logs on to his personal email account (named Staff-A), he can also access the Conference role-based email account (named Conf-A) without having to log out of either accounts before accessing the other.
 
[Users of Outlook 2000 may refer to http://support.microsoft.com/kb/196996 for details. Users of Outlook 98 may refer to http://support.microsoft.com/kb/180660 for details.]
 
Set up "Conf-A" account to grant delegate permissions to "Staff-A"
  1. Start Outlook with a profile that is configured for the Exchange Server mailbox for account Conf-A. You may need to log on to the network as the user of account Conf-A for proper validation.
  2. On the Tools menu, click Options.
  3. On the Delegates tab, click Add.
  4. Type or select the name for the user of account Staff-A, click Add, and then click OK.
  5. In the Delegate Permissions dialog box, click to select Editor (can read, create, and modify items) in all lists.
  6. Click OK twice.
  7. If the Folder List is not visible, on the View menu, click Folder List.
  8. Right-click the Mailbox - Conf-A, and, then click Properties for 'Mailbox - Conf-A' on the shortcut menu.
  9. On the Permissions tab, click Add.
  10. Type or select the name for the user of account Staff-A, click Add, and then click OK.
  11. In the Name box, click the newly added entry for account Staff-A.
  12. In the Roles box, click Owner, and then click OK.
  13. Repeat steps 8 through 12 for all of the other folders in the mailbox.
  14. On the File menu, click Exit and Log Off.

    Set up �Staff-A� account to access �Conf-A� mailbox

  15. Restart Microsoft Windows, and log on as the user of account Staff-A.
  16. Start Outlook with a profile configured for the Exchange Server mailbox for account Staff-A.
  17. On the Tools menu, click E-mail Accounts.
  18. Click View or change existing e-mail accounts.
  19. Click to select Microsoft Exchange Server, and then click Change.
  20. Click the More Settings button.
  21. Click the Advanced tab.
  22. Click Add.
  23. Type the name for the user of account Conf-A, and then click OK three times.
  24. The mailbox for account Conf-A now appears in your Folder List.
The person using account Staff-A can send messages and meeting requests on behalf of account Conf-A by entering the name Conf-A in the From Field. These messages will contain "Staff-A on behalf of Conf-A" in the From field. Replies to these messages will go to the Inbox of Conf-A. However, the sent messages will be stored in the Sent Items folder of Staff-A. The staff can move messages between folders of different accounts freely by dragging and dropping. More role-based mailboxes may be set up similarly to be accessed from a single profile.
 
Sounds great? Try it out now!
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Feb2005

  • Using Role-Based Email Address in NTU
  • Tips of the Month: Managing Multiple Exchange Mailboxes in Microsoft Outlook
  • The e-Payment Kiosk
  • Flash IT, the E-card Team
  • Free Macromedia Software Demonstration
  • Student IT Background Survey: Peripherals Ownership
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