Shared Mailbox Access

Exchange 2007 Exchange 2007 Exchange 2007 Exchange 2007 Exchange 2010 Exchange 2010 Exchange 2010 Exchange 2010 Office 365 Office 365 Office 365 Office 365

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What is this chart and do I need it? The chart above indicates the access you will have to a mailbox that has been shared with you based on method you use to access the mailbox and the level of access rights you were given.

If you only access your own mailbox then you do not need this chart.

How do I use the chart? Access to a shared mailbox varies depending on the location of your mailbox, the location of the shared mailbox, the method you are using to access the shared mailbox, and the type of access you want. To use the chart you will need to know the location of your mailbox, the location of the shared mailbox and the type of access you need. This will allow you to determine the appropriate methods you can use to access the shared mailbox.

SHARED MAILBOX WITHIN PROFILE – If you are using a version of Microsoft Outlook 2010 or newer to access your mail you can open an additional mailbox as a folder that will be listed along with the rest of the folders in your mailbox. After it is set up, all you need to do to check the mail in the shared mailbox is to open the folder associated with it when you open your Outlook email client. In Figure 1 Fred Flintstone has added Barney Rubble’s mailbox as a set of folders to his mailbox.

Figure 1 SHARED MAILBOX SEPARATE PROFILE – Microsoft Outlook has the ability to open different mailboxes (profiles) SHARED MAILBOX SEPARATE OWA PROFILE – OWA lets you access a mailbox shared with you independent of your independently of each other. Once this is set up, your Outlook software will prompt you when it is started for the mailbox. You can switch between mailboxes from within the OWA client or use a URL to go directly to the specific profile you would like to use. Selecting a mailbox you have access to will open only the content associated with that shared mailbox (see Figure 4). mailbox. Your mailbox content will not be present. In Figure 2 Fred is prompted to open one of the profiles he has

Figure 4

access to. Selecting Barney’s profile will load only Barney’s mailbox. FULL ACCESS – This stands for the level of rights you have to a mailbox. Individuals with Full Access rights can read and delete email. They can also create and delete folders as well as add and remove calendar events. They cannot Figure 2 “Send As.”

SHARED MAILBOX WITHIN YOUR OWA PROFILE – OWA stands for Outlook Web App. OWA allows you to access your SEND AS – This level of rights gives you the ability to literally send as the shared mailbox. For example, if you have email via the web. If your account is in Exchange 2010 or O365 you can open an additional mailbox as a folder that send as rights to a mailbox called Fred Flintstone with the address [email protected] then you would be able to put will be listed along with the rest of the folders in your mailbox. After it is set up all you need to do to check the mail in the “From” field of an outgoing email the address [email protected]. To anyone receiving the email it would look in the shared mailbox is to open the folder associated with it when you access your OWA (see Figure 3). as though the mail came from Fred Flintstone.

Once you know the locations of both your mailbox and the shared mailbox you will need to match the location of your mailbox listed in gray on the left side of the chart with the location and method of access listed across the top of the chart. For example, if your mailbox is in an Exchange 2007 environment and the mailbox being shared with you is in an Exchange 2010 environment simply follow the row for Exchange 2007 across the chart until you reach the columns associated with shared mailboxes in an Exchange 2010 environment. A green check mark indicates that a particular type of access is available. A red “X” indicates that a particular type of access is not available.

How do I know where my mailbox is? In the left most column of the chart (in gray) you will see listed the possible locations of your mailbox. If your mailbox has been migrated it will be in “Office 365.” If your mailbox has not been migrated it will most likely be in an Exchange 2007 environment. In some rare instances mailboxes have been placed in an Exchange 2010 environment. Individuals with these mailboxes would have been notified and would have been a part of the decision making process regarding the location of their mailbox.

Figure 3