Public Mailbox with some restriction. 1

[sqladmin99]

Hi all,

I have set up Exchange server with 20 mailboxes in my company. I am not an Exchange Admin I just set it up using its simple wizard driven installation.

Now, my boss is asking me to set up a public mailbox (logistic@companyname.com) and he has put some requirements like.

1) Only two employees from the company should be able to send email on behalf of this mailbox (logistic@companyname.com).
2) Only few people in the company can have access to this mailbox. They should be able to read (read only) email coming to and going from this mailbox.


Can someone tell me what is the best way to address this scenario? I will appreciate your help.

Thanks

Raj

 

[wyzard]

Hello,

Create the mailbox and then go to Properties for that mailbox, choose the Exchange Advanced tab and go to the Mailbox Rights. Add the people who will need some form of access to the mailbox.

For people to read only, check "Read"
For people to have full mailbox access, check "Full Mailbox Access" (these will be the people you want to reply as logistic@companyname.com), and then go to the security tab and add those people who will reply as and give them "Send As" permissions.

Then go to the desktops of the people involved and setup the mailbox in addition to their existing email OR set up a new profile for access to that mailbox.

Hope this helps,

Wyz

 

[sqladmin99]

Ok, after creating a new mailbox and assigning appropriate security rights I opened it under another user account. (Tool>Services> MS Exchange Server >Properties >Advance > Add)

Now everything is working but I cannot figure out two things.

1) How user can write new email specifying logistics@companyname.com as sender's address? (user is logged in with his own userid and 'logistics' is added in his mailbox profile)

With current settings user can reply to messages that come to logistics@companyname.com and specify ‘Logistic’ Name in 'From' field but how can he do same thing when writing new email?

2) All of the messages sent by user go to his own 'Sent' folder. Can I change something so that messages sent using logistics@companyname.com address go to 'sent' folder of logistics mailbox?

Please let me know. I appreciate your help.

Raj

 

[sqladmin99]

I found out how to view 'From' field when writing new email. My fault, I should have searched more before I posted above message. But I still don’t know how to route emails to different 'sent' folder than logged in users own 'sent' folder.

Raj

 

[wyzard]

Hello sqladmin,

I'm glad that you found what you need with the "From" aspect.

As far as having the "sent" go to the logistic sent items folder, the only thing I can think of is to create a "profile" for the people who have the ability to respond as "logistic". When they open Outlook, they would choose the "logistic" profile and would only have access to "logistic". All emails sent would then go to the "logistic" sent items folder.

This may not be an ideal situation, however post back with any questions.

Wyz

 

[sqladmin99]

Thanks for help Wyz,

I like your suggestion.

Do you think I can use any client side rule to send all messages (sent using logistics@companyname.com address) to 'sent' folder of 'logistics' mailbox?

I looked into Rules Wizard but could not find any filter that is based on 'From' Field of the message.

Thanks

Raj

 

[wyzard]

Hi Raj,

The only thing I could think of is: have a rule set up on the client that checks messages after they are sent. Decide on having a specific phrase in the subject line or body for the rule to check against. Then tell the rule to forward to the "logistic" account.

I haven't set a rule up like this before, so I'm not sure if this would work the way you want.

Wyz

 

[wyzard]

Hello Raj,

Did this post help you get everything set and working the way you want?

I would like to hear if everything went well.

Thanks,

Wyz

 

[sqladmin99]

Hi Wyzard,

We decided to create two profile on client computer. Logistics mailbox is accessible from both profile. But user has to exit outlook and re-login using 'Logistics' profile in order to send messages into 'Sent' folder of logistic mailbox.

Thanks for your help.

Raj

 

[wyzard]

Hi Raj,

I'm glad I could help.

Take care,

Wyz