Many corporate environments are continuing to choose to use the Microsoft Office Suite, and one of the big pieces of Office in the corporate world is Outlook, Microsoft’s email program. If you use Outlook in a medium or large organization, and in some cases a small one, Outlook is based off of an Exchange server, which basically handles the ‘exchange’ of mail. There is typically someone designated to administer the Exchange server, but different pieces of it will fall to different members of the IT staff.
One of the most common requests related to Outlook is to view another person or a group’s mailbox. This is possible through Outlook, but depending on your company policy, there may be an approval process you need to go through before you can give access to another user’s mailbox. In most cases, approval will only be granted when there’s an actual need to share the information, such as someone needs to check time sensitive email while another person is on vacation. Once you receive the proper approval needed to view the person or group’s mailbox, you’ll need the security adjusted for the person requesting access on the specific mailbox they need access to. This could be done by a Security team, by the Exchange administrator, or by you if you have rights to change access.
If you have rights, here’s what you need to do. Search for the person/group in Active Directory that you’re looking to add access TO. This is not the person who needs the access, but the thing they need access to. Open the Properties window for them. Find the ‘Security’ tab. Click ‘Add’ and add the person who needs access. Then give them ‘read’ and ‘send as’ rights. Click Apply. Now find the ‘Exchange Advanced’ tab. Click ‘Mailbox rights,’ then click ‘Add’ and add the user who needs to access this mailbox. This time, they need ‘read’ and ‘full access’. Click apply, then okay. Now the person has the security they need to the mailbox, but they still won’t be able to see it in their outlook.
To complete the process, you’ll need to have the person who needs to see the mailbox log in to their PC and open Outlook. On the top bar where it says File, Edit, so on…Click ‘Tools’, then ‘Account Settings.’ You should see the person’s main account listed, and the name may vary depending on your Exchange server settings or how the administrator has things configured. Click the account you want to add the mailbox to, and click ‘change.’ Next, click ‘More settings,’ and in the window that opens, click the Advanced tab. Here you can enter any additional mailboxes you want to add to the person whether for another individual or group, but remember – if they haven’t been given proper security to the mailbox, they won’t be able to access the information in the mailbox.