Review issues pertaining to delegated mailboxes and the Exchange Server auto-mapping feature and walk through adding an additional mailbox.
- [Instructor] A useful feature when working within a team environment is that you can delegate someone else to manage your email, calendar, and meeting requests. Sometimes when mailboxes are delegated you may get permission conflicts or synchronization issues occurring, which can reduce their usefulness. You should remember that delegated access grants more than just access to the folders, as it allows delegates to send email and manage calendar events. You can assign different permission levels to the delegate, such as Reviewer, which gives read access, Author, giving read, create, and amend permissions, and Editor, which gives full access.
There are a number of issues that can occur when a mailbox is delegated. These include conflicting permissions, Exchange Server auto-mapping issues, multiple accounts using the same Outlook profile, and synchronization issues. Because the mailbox owner and, separately, an Exchange Administrator can delegate permissions to a mailbox, they can be conflicting permissions. Outlook does not work well with two sets of permissions, and this can cause conflicts.
Often the first symptoms of conflicting permissions will be an inconsistent behavior relating to the mailbox. Outlook is not designed to consistently work with two or more permission sets, and therefore you should choose either Microsoft Outlook or Microsoft Exchange Server to grant permissions to a delegate, and not both. The Exchange Server auto-mapping feature will automatically add a mailbox to the Outlook Navigation pane if a user has been granted full access to that mailbox.
However, if that mailbox has already been added with different permissions, this can cause duplication and potential permission conflicts. You should either allow the auto-mapping feature to work automatically or disable the feature. Since Outlook 2010, you can combine multiple accounts and mailboxes on the same profile. This scenario is not supported if you do not own the mailboxes, as it can create conflicts. So as we saw in the the Exchange auto-mapping feature, it is possible for multiple mailboxes to be automatically added to a single profile.
If this is likely to happen, you should certainly disable the auto-mapping feature. You can also run into synchronization issues with delegated accounts or show unexpected and unwelcomed behavior. For example, when a delegate deletes an item from a delegated mailbox, the deleted item is not synchronized to both deleted items folders. There is a registry fix to help with this, to set the destination of deleted items, which you can find at the link on screen.
Let's take a look at how to set up the adding of an additional mailbox for delegated access. We can offer folder sharing, which let's other people access one or more folders, or give them delegate access so that someone has permission to act on your behalf, such as creating and responding to emails or meeting requests for you. First, on the delegator PC, in this case belonging to Adriana, we'll grant folder permission in Outlook, and then we'll grant delegate access.
I'll launch Outlook. And then on the right-hand side, in the root Exchange mailbox, I'll right-click Adriana's name and select Folder Permissions. In the Permissions tab, I'll click Add and then select the delegate I want to give permissions to. I'll select Andrew and then click Add and then OK. It's important that under Permissions Other, that the Folder visible option is ticked.
This will give Andrew folder access only. If I wanted to give Andrew additional permissions, I'd choose the dropdown next to the Permission Level and select the appropriate option. I'll then click Apply and OK. To give a delegate permission to the mailbox so they can respond to meeting requests and emails, the owner must also configure File, Account Settings, and then click Delegate Access.
In the Delegate Permissions dialog box, we'll click Add and then select Andrew, click Add and then OK. You can see the default permissions for a delegate is that they can edit calendar items and task items. Let's add a delegation of the Inbox to Editor also and then click OK. I'll click OK to close the Delegate Permissions dialog box, and Outlook now configures the permissions.
Let's head over to Andrew's desktop and see how that works in practice. On Andrew's desktop, let's launch Outlook. And then click File, Account Settings and Account Settings again, and this time click Change. In the More Settings, we'll click the Advanced tab, and here we'll click the Add button to open additional mailboxes.
We now need to type Adriana and then click OK. Notice that Outlook automatically completes Adriana's full profile name. I'll then click OK. Outlook will now configure the additional mailbox. And on the left-hand side in the Navigation pane, you should see Adriana's folder appear. I'll close out of the Change Account dialog box and click Finish.
And then close the Account Settings. If I navigate to Adriana's item in the Navigation pane, I can click Inbox, and I can see that she has one email that has not been read. To help a user manage delegated folders more easily, we can add the Inbox to the Favorites list in the top left-hand corner. I'll right-click Adriana's Inbox and then select Show in Favorites. I can then move the Inbox to the top.
Notice how they are differentiated by the names. If I want to reply to Adele Vance's email, I select it, click Reply, and then complete the message. Notice the From dropdown allows me to select Adriana or Andrew as the email address. If I select the Calendar shortcut, notice I can see Adriana's calendar.
I can then create a new meeting request.
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