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Managing Mailboxes

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Many tasks in administering Add2Exchange can be simplified by providing a view of many mailboxes in a single Outlook profile.  Having an easy way to move between user accounts makes it easier to both verify the number of items synchronized as well as whether specific items have been synchronized.  The best way to provide this access is by making use of the Service Account's special mailbox permissions through an Outlook profile.

Note: Adding users' mailboxes to the Service Account profile in Outlook will allow you to view all items in their Mailboxes except those marked private.  In order to see private items, you must have the user designate the Service Account as a delegate to their mailbox with the explicit option to view private items.

This step will be useful when you continue the Upgrade process to the last step.  A profile with these permissions can add the  mailboxes for which you have relationships in Add2Exchange in one single location, making it easy to switch back and forth and verify synchronization, or more specifically in the next step approval that the Upgrade process was successful at "de-synchronizing"  with the older technology, to make it ready to re-synchronize with the newer Add2Exchange 12.6 technology.

Since installing Outlook on the Exchange Server is not supported by Microsoft and are not compatible, you must use Outlook on a workstation separate from the server.  You should log on to the workstation as the Service Account in order to use the power of the account.

If you log into the Service Account, Outlook will automatically prompt you to create a new profile, or you can select the Mail icon from the Control Panel and Show Profiles, add a new one.  After you have done so, you can use the following instructions to modify the existing profile.

Follow the instructions given here to create the new profile.

First, open the Mail Control Panel by selecting it from the Start Menu:

Mail Control Panel

You will see the Mail Setup Control Panel:

Mail Setup Control Panel

Click Show Profiles...  The Profile Selection Dialog appears:

Profile Selection Dialog

Select Prompt for a profile to be used.  Click Add...

New Profile Dialog

Name the new profile after the Service Account (in this example, "zAdd2Exchange") and click OK.

E-mail Account Dialog

Click Next > to add a new e-mail account.

Server Type Dialog

Select Microsoft Exchange Server and click Next >.

Exchange Server Settings Dialog

Enter your Exchange Server name (in this example, "Exchange") and Service Account name.  Do not use Use Cached Exchange Mode.  You don't want to download several  Click More Settings...

Add Mailbox Dialog

Enter the username of one of your user accounts which will be synchronized by Add2Exchange and click OK.  Repeat until you have entered all of your users.

When you are finished, your list will look similar to the following:

Mailbox Selection Dialog

Click OK.  Back at the main dialog click Next >.

E-mail Accounts Dialog

Click Finish to close the wizard.  Exit the Control Panel.

Once you have completed the profile setup, Outlook will prompt you for which profile you would like to select when you start Outlook.  Select the Service Account profile:

Default Profile Selection Dialog

Choose the folder view from the bottom of the Folder List:

Folder View in Outlook

The user mailboxes will appear after the Service Account Mailbox in the list.  While there is typically no useful information in the Service Account mailbox, you will want to open and perhaps make shortcuts to the public Folders tree and the mailbox folders of each of the users with Add2Exchange relationships.

In particular for calendars, you will want to change the view setting from day/week/month to one of the list views (any category starting with the word "By ..." such as "By Category").  This will enable the folder content count for calendars which is displayed in the lower left-hand corner of the application window and enable you to see duplication if there is still any there.

Content Count in Outlook Calendar View (choose By Category view)

You will use this count and the folders themselves to visually inspect the results of synchronization and verify Add2Exchange is functioning as expected.

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