How to Manage Multiple Mailboxes

The other day I was using one of my email accounts to respond to a forum that I don’t use very often. And then later in the day I needed to switch to another email account that I use to purchase products. That’s how I started thinking about the number of email accounts I use for various purposes and how often I sometimes have to switch back and forth between them.

Having multiple email accounts has been a benefit to me since it allows me to communicate  with known and unknown persons or companies using a range of identities for protection. The multiple email accounts can buffer my personal email accounts from spam and other malicious email attacks. I know many users have multiple email accounts which they keep separate from their company or organization’s email account.

It is also likely that your company or organization even encourages your end users to maintain more than one email account to serve a variety of business related purposes. In this economy there are many employees who are performing multiple tasks and have more than one business role in their company. So it is necessary for email administrators to educate their end users on how to access and manage their multiple email accounts when using one email client such as Microsoft Outlook.

In Allison Nunn’s blog, Using Outlook to Manage Multiple Email Accounts, Allison explains how to access email using the Post Office Protocol (POP3) which is used by many email clients.

In her blog post, Allison mentions a couple things to consider before setting up the email clients to access the multiple mailbox accounts:

  • “All email will be delivered to one inbox unless another Outlook Data File is created for the account and a rule created to move the message to the data file. If storing all (inbound) email in one data file is acceptable then a rule can be created to move the email to a folder to keep accounts separate.”
  • “When creating or replying to an email you need to select which (email account should be used to send the email). This is accomplished by selecting Accounts in the mail compose windows and selecting the account to use.”

Allison then describes how to set up additional email accounts and also offers some other tips regarding outgoing authentication and server port numbers.

Another task which an email administrator can perform is to configure Outlook to access two or more Exchange Server mailboxes from one end user’s profile. This will allow your end users to access all of their Microsoft Outlook accounts without having to log on separately to each account.

An administrator can perform the following steps to configure Microsoft Outlook 2010 such that an end user can access two or more Exchange Server mailboxes from one profile. These steps assume there are two mailbox accounts A and B on the same Exchange Server.

  1. Open Outlook with the profile the profile associated with mailbox B for the Exchange Server. If validation is required then log on to the network as the user of account B.
  2. From the Files menu, click Info, and then click Account Settings.
  3. Click Delegate Access.
  4. Click Add from the Delegates tab.
  5. Select the name for the user of account A.
  6. Click Add, and then click OK.
  7. Click to select Editor (read, create, modify) in the Delegate Permissions dialog box and then click OK two times.
  8. You may need to click Folder List on the View menu if it is not displayed.
  9. Right click on Mailbox and then click Properties for the appropriate username.
  10. From the Permissions tab, click Add.
  11. Select the name for the user of account A.
  12. Click Add, and then click OK.
  13. Click on the newly added entry for account A in the name box.
  14. Click on the Owner in the Permission Level box and then click OK.
  15. Repeat steps 8 through 13 for all the other folders in the mailbox.
  16. Exit, Log Off and the restart Windows.
  17. After Windows restarts log back on as the user of account A.
  18. Start Outlook with a profile for account A.
  19. From the Files menu, click Info.
  20. Click Account Settings.
  21. From the Email tab, select the name of the account, and then click the Change icon.
  22. Click the More Settings button and then the Advanced tab.
  23. Click Add to add an account to the Open these additional mailboxes: list.
  24. Enter the name of the user for account B.
  25. Click OK three times.
  26. Click Next, Finish, and then click Close.

You will now be able to view the mailbox for account B from the Folder List. Messages can now be sent as coming from account A or B be entering the name of the user in the From Field.

Written by Mike Rede

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