Earlier in the chapter, I discussed how users could check multiple Internet mail ac- counts in Outlook. You might have wondered whether users could check multiple Exchange mailboxes as well—and they can. Users often need to access multiple Exchange mailboxes for many reasons:
■ Help desk administrators might need access to the help desk mailbox in addition to their own mailboxes.
■ Managers might need temporary access to the mailboxes of subordinates who are on vacation.
■ Project team members may need to access mailboxes set up for long-term projects.
■ Resource mailboxes might need to be set up for accounts payable, human resources, corporate information, and so on.
Normally, a one-to-one relationship exists between user accounts and Exchange mailboxes. You create a user account and add a mailbox to it; only this user can ac- cess the mailbox directly through Exchange. To change this setup, you must change the permissions on the mailbox. One way to change mailbox access permissions is to do the following:
1. Log on to Exchange as the owner of the mailbox.
2. Delegate access to the mailbox to one or more additional users.
3. Have users with delegated access log on to Exchange and open the mailbox. The sections that follow examine each of these steps in detail.
Logging on to Exchange as the mailbox owner
Logging on to Exchange as the mailbox owner allows you to delegate access to the mailbox. Before you can do this, however, you must complete the following steps:
1. Log on as the user or have the user log on for you.
2. Start Outlook. Make sure that mail support is configured to use server mail- boxes. If necessary, configure this support, which creates the mail profile for the user.
3. After you configure Outlook to use Exchange, you should be able to log on to Exchange as the mailbox owner.
TIP With multiple mailbox users, you should configure the mailbox to deliver mail to the server rather than to a personal folder. In this way, the mail can be checked by one or more mailbox users.
Delegating mailbox access
After you’ve logged on as the mailbox owner, you can delegate access to the mail- box by completing these steps:
■ In Outlook 2007, on the Tools menu, tap or click Account Settings. On the Delegates tab or in the Delegates dialog box, tap or click Add.
■ In Outlook 2010, tap or click the Office button, tap or click Account Set- tings, and then select the Account Settings option. On the Delegates tab or in the Delegates dialog box, tap or click Add.
■ In Outlook 2013, on the File pane, tap or click Account Settings, and then select the Delegate Access option. In the Delegates dialog box, tap or click Add.
2. The Add Users dialog box appears. To add users, double-tap or double-click the name of a user who needs access to the mailbox. Repeat this step as nec- essary for other users, and then tap or click OK when you’re finished.
3. In the Delegate Permissions dialog box, assign permissions to the delegates for the Calendar, Tasks, Inbox, Contacts, and Notes. The available permissions include
■ None No permissions
■ Reviewer Grants read permission only ■ Author Grants read and create permissions ■ Editor Grants read, create, and modify permissions
NOTE If the user needs total control over the mailbox, you should grant the user Editor permission for all items.
4. Tap or click OK twice. These changes go into effect when the user restarts Outlook.
Delegated users can access the mailbox and send mail on behalf of the mailbox owner. To change this behavior, set folder permissions as described later in the “Granting permission to access folders without delegating access” section. Opening additional Exchange mailboxes
The final step is to let Exchange Server know about the additional mailboxes the user can open. To do this, follow these steps:
1. Have the user who will be accessing additional mailboxes log on and start Outlook.
2. In Outlook 2007, on the Tools menu, tap or click Account Settings. In Outlook 2010, tap or click the Office button, tap or click Account Settings, and then select the Account Settings option. In Outlook 2013, on the File pane, tap or click Account Settings, and then select the Account Settings option.
3. Select the Microsoft Exchange Server account, and then tap or click Change.
4. In the Change Account dialog box, tap or click More Settings.
5. In the Microsoft Exchange dialog box, on the Advanced tab, tap or click Add. Type the name of a mailbox to open. Generally, this is the same name as the mail alias for the user or account associated with the mailbox. Tap or click OK. Repeat this step to add other mailboxes.
7. Tap or click Close. The additional mailboxes are displayed in the Outlook folder list.