How to manage multiple Exchange mailbox accounts in Outlook

Some users have multiple e-mail accounts on the same server that is running Microsoft Exchange Server. Although you can only have one service in your Exchange Server profile, it is possible to access all of your Microsoft Outlook accounts without having to log on separately to each account.

To log on to one e-mail account (account A) and to have access to the mailbox for a different e-mail account (account B), follow these steps, as appropriate for the version of Outlook that you are running.

Note These steps assume that both accounts are on the same Exchange server.

Microsoft Outlook 2002 and Microsoft Office Outlook 2003 Users

1. Start Outlook with a profile that is configured for the Exchange Server mailbox for account B. You may have to log on to the network as the user of account B for proper validation.
2. On the Tools menu, click Options.
3. On the Delegates tab, click Add.
4. Type or select the name for the user of account A, click Add, and then click OK.
5. In all lists, in the Delegate Permissions dialog box, click to select Editor (can read, create, and modify items).
6. Click OK two times.
7. If the Folder list is not visible, click Folder List on the View menu.
8. Right-click Mailbox – user name, and then click Properties for ‘Mailbox – user name on the shortcut menu.
9. On the Permissions tab, click Add.
10. Type or select the name for the user of account A, click Add, and then click OK.
11. In the Name box, click the newly added entry for account A.
12. In the Roles box, click Owner, and then click OK.
13. Repeat steps 8 through 12 for all the other folders in the mailbox.
14. On the File menu, click Exit and Log Off.
15. Restart Microsoft Windows, and then log on as the user of account A.
16. Start Outlook with a profile that is configured for the Exchange Server mailbox for account A.
17. On the Tools menu, click E-mail Accounts.
18. Click View or change existing e-mail accounts.
19. Click to select Microsoft Exchange Server, and then click Change.
20. Click the More Settings button.
21. Click the Advanced tab.
22. Click Add.
23. Type the name for the user of account B, and then click OK three times.

The mailbox for account B appears in your Folder List.

Microsoft Office Outlook 2007 Users

1. Start Outlook with a profile that is configured for the Exchange Server mailbox for account B. You may have to log on to the network as the user of account B for proper validation.
2. On the Tools menu, click Options.
3. On the Delegates tab, click Add.
4. Type or select the name for the user of account A, click Add, and then click OK.
5. In all lists, click to select Editor (can read, create, and modify items) in the Delegate Permissions dialog box.
6. Click OK two times.
7. If the Folder list is not visible, click Folder List on the View menu.
8. Right-click Mailbox – user name, and then click Properties for ‘Mailbox – user name on the shortcut menu.
9. On the Permissions tab, click Add.
10. Type or select the name for the user of account A, click Add, and then click OK.
11. In the Name box, click the newly added entry for account A.
12. In the Permission Level box, click Owner, and then click OK.
13. Repeat steps 8 through 12 for all the other folders in the mailbox.
14. On the File menu, click Exit and Log Off.
15. Restart Windows, and then log on as the user of account A.
16. Start Outlook with a profile that is configured for the Exchange Server mailbox for account A.
17. On the Tools menu, click Account Settings.
18. On the E-mail tab, click the name of the account, and then click the Change icon.
19. Click the More Settings button.
20. Click the Advanced tab.
21. Click Add.
22. Type the name for the user of account B, and then click OK three times.
23. Click Next, click Finish, and then click Close.

The mailbox for account B appears in your Folder List.

The user for account A can send messages and meeting requests on behalf of the user of account B by entering the name of the user for account B in the From Field. These messages contain the names of the users for both account A and account B.

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