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Get into someone else's mailbox

How to set up the server and client to allow Exchange clients to access others' mailboxes.

Get into someone else's mailbox
Adesh Rampat

Do you know how to access mail from another person's mailbox? Many Exchange administrators know, but some don't. Here's how.

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There may be situations where the network administrator or another authorized user may need to access mail in another user's mailbox. For example, an employee who has departed from the organization may have some important information in his mailbox; or the employee could be on vacation and co-workers need some info that's in that mailbox.

Whatever the situation, before accessing another user's mailbox -- or allowing a user to access another user's mailbox -- make sure you get permission from upper management. That accomplished, here's a procedure to follow when accessing mail from another users' mailbox.

At the Exchange Server

In most cases the Permission Page is hidden. To un-hide the permission page:

  • Click on tools, and then select options.
  • Select the permission tab.
  • Click on show permissions for all objects.
  • Select the user's mailbox that you want access.
  • Then click on the permissions tab.
  • Click on the Add button to add a user (normally the person who was assigned to read the user's mail).
  • Under roles assign the user generally the same rights as the current user. You have options to assign various rights depending on what level of access required.
  • Click on OK and return to the Exchange Administrator screen.

At the Client

From Outlook Client perform the following:

  • In Outlook click on Tools then select Services.
  • Double click on Microsoft Exchange Server.
  • Click on the Advanced Tab.
  • Click on the Add button to open the Add Mailbox dialog box.
  • Then type the display name of the user's mailbox.
  • Click OK until you return to Outlook main screen.

The mailbox will appear on the main Outlook screen in the folder pane.

Here are a couple things you should consider when you access mail from another user's mailbox:

If the user has created a personal store file on the local hard drive, then you won't be able to access the mailbox.

When you reply to a message, the "From" field will display the user who was granted permission to read mail.

Adesh Rampat has 10 years experience with network and IT administration. He is a member of the Association of Internet Professionals, the Institute for Network Professionals and the International Webmasters Association. He has also lectured extensively on a variety of topics.

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Related Book

Administering Exchange 2000 Server
Author : Mitch Tulloch
Publisher : Osborne
Published : Feb 2001
Build, maintain, and troubleshoot a scaleable, reliable messaging infrastructure using Exchange 2000 Server. Logically organized into task-based sections, Administering Exchange 2000 Server explains how to manage sites, clients, address lists, and Internet protocols. The book also covers the new features of Exchange, such as Active Directory integration, the Windows 2000 security model, instant messaging, and video conferencing services. The step-by-step walk-throughs, task-at-a-glance sections, and detailed screen shots make this the perfect day-to-day reference for administrators working with or migrating to Exchange 2000 Server.

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