Share Outlook Mailbox Items with Other Outlook Users

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Microsoft Outlook has earned the trust of countless users over the years due to its rich array of advanced features that greatly enhance daily communication. Outlook’s user-friendly design makes it accessible to individuals of all skill levels. This versatile application has garnered widespread acclaim and boasts a global user base numbering in the millions.

In the realm of business, promptly addressing emails and customer inquiries is vital for fostering growth and eliciting positive responses. However, managing an inbox inundated with thousands of emails, often beyond the capacity of a single individual, can be an overwhelming task that demands meticulous attention. When responding to emails, individuals must carefully consider several factors, such as ensuring the provision of accurate information to customers and avoiding inadvertent disclosure of sensitive, non-public information in the midst of time-sensitive situations.

In situations like these, redistributing the workload can greatly enhance the email responder’s ability to concentrate and accomplish tasks more effectively. Allowing other Outlook users to access the specific Outlook mailbox can be a valuable solution.

In this article, we will provide a comprehensive guide on how to administer an Outlook mailbox and enable other users to assist in managing your email correspondence.

To enable multiple users to efficiently manage a single Outlook account, it’s crucial to establish folder permissions and delegate access. Without the appropriate permissions, granting the ability to read, write, modify, or act on behalf of the account owner, non-owner users will not be able to effectively manage the Outlook account.

How to Add a Different Mailbox to the Outlook Profile?

As an Outlook user with the role of Manager, follow the steps below:

1. Right-click on the root folder of the mailbox and click Folder Permissions.
2. Click on the Delegate’s name.

Note: Here, the delegate is the other Outlook user who requires folder visibility permissions.

3. Click on the Permissions tab; under the other section, checkmark the Folder Visible option, and click Ok.

For the Delegate Outlook user, follow the steps below:

1. Click on the File tab, then click Account Settings > Account Settings.
2. Inside the Email tab, click on the Exchange Account type > click Change, click More Settings.
3. On the Advanced tab, below the Open these Additional Mailboxes, click Add.
4. Enter the Mailbox name of the user whose mailbox you wish to add to your user profile.

Before jumping to the steps on how you can authorize the Outlook user with Delegate Access permissions, let’s go through a couple of terms related with the Delegate Permissions. For example, reviewer, author & editor.

• Reviewer: The Delegate with the permission level of the Reviewer, can read all items of the mailbox.
• Author: The Delegate with Author level permissions, can read and create items; he can delete or change items he or she creates.
• Editor: With Editor level permissions, the Delegate can have the permissions of an Author plus he or she can change or delete items that the manager has created.

This is how you can assign access permissions to delegates:

1. Click on the File tab.
2. Click on the Account Settings > Click Delegate Access and select Add.

Note: In case the Add option is not there, an active connection may not exist between Outlook & Exchange (Outlook Status bar displays the connection status).

3. Type the name of the Outlook user whom you wish to assign with Delegate Access Permissions.

Note: In your organization’s Exchange Global List – GAL, the delegate’s name should be listed.

4. Click Add > click OK.
5. Accept the default permission settings inside the Delegate Permissions dialog box.

Note: You can set custom rules/permissions in this step.

6. Checkmark Automatically send a message to delegate summarizing these permissions check box.

Note: If you don’t wish for the delegate to get notified, uncheck the checkbox with the above option.

7. To allow the delegate to see the private items, checkmark the Delegate can see my private items check box.
8. Click Ok.

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Conclusion

Sharing mailbox items can offer significant benefits, particularly in scenarios where the workload needs to be distributed among multiple users, such as in businesses and organizations. Additionally, when faced with situations where the Outlook PST file becomes corrupted or damaged, and the seamless flow of incoming and outgoing emails is critical, Kernel for Outlook PST Repair emerges as the ideal and professional solution. This versatile tool proves invaluable in resolving PST corruption issues and facilitating data recovery from PST files, ensuring business continuity and uninterrupted email communication.