For those who prefer their email to arrive at specific mailboxes, owning multiple mailboxes can be advantageous as emails are naturally filtered out based on audiences, subject material and even personal correspondences.  On the other hand, they can dramatically increase the amount of work that the mail servers have to do, especially if more than one user is running multiple mailboxes.

There are Exchange servers that enable users to gain access to several accounts in just one profile, which eliminate re-logging into a different username every time you want to switch accounts.  For you to be able to enjoy this feature, the administrator needs to configure Outlook in such a way that it will permit access to multiple email boxes in just one profile.

Continue reading Using Multiple Mailboxes In One Profile

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.

Continue reading How to Manage Multiple Mailboxes

Having multiple mailboxes can be a benefit for users who want to direct email to specific mailboxes based on subject material, audiences or other personal reasons. But it can also increase the workload of not only the corporate servers but of the administrators as well.

Exchange server allows users to access those multiple accounts while using only one profile and not having to re-log in under a different username. To support this functionality it is necessary for an administrator to configure Outlook such that it will enable a user to access those multiple email boxes from one profile.

An administrator should start Outlook using the profile that is configured for the Exchange server mailbox of the account (#1) that is going to be used to add a “delegate” account. Validation may be required. If so then log in to the network as the user of the account (#1). Then, follow the steps outlined below for Outlook 2002 and 2003:

1. From the Tools menu, click Options to add a delegate.
2. Select the Delegates tab and click Add.
3. Type or select a username for the delegate account (#2).
4. Click Add, and then click OK or hit enter
5. Locate the Delegate Permissions dialog boxes. Then select Editor (read, create, and modify items) in each of them.
6. Click OK or hit enter two times.
7. Click on Folder List on the View menu to make it visible.
8. Right-click the Mailbox – user name (to begin adding a new user).
9. Then click Properties for Mailbox – user name on the shortcut menu.
10. On the Permissions tab, click Add.
11. Type or select the username of account (#2) you wish to add and then click Add.
12. Click OK or hit enter.
13. From the Name box, click the newly added user for the account (#2).
14. From the Roles box, click Owner, and then click OK or hit enter.
15. Repeat steps 8 through 14 for the rest of the other folders in the mailbox.
16. On the File menu, click Exit and Log Off.

You are now ready to restart Windows and log in as the newly created username for account (#2). Once Windows has restarted you should then start Outlook with the corresponding profile for the newly created username.

Continue reading Working With Multiple Mailboxes