Open multiple mailboxes
Question asked by Donavon McKigney - February 5, 2015 at 12:43 PM
Answered
Is there a way to give a user access to another users mailbox?  Or migrate messages/folders from one user mailbox to another?
 
For example: when an employee leave the organization and we need to give some one else access to their mailbox or move the email/folders to another users mailbox.
 
Thanks.

5 Replies

Reply to Thread
0
Robert Emmett Replied
Employee Post Marked As Answer
Donavon, it is possible to share contacts, calendar, tasks, notes, and individual folders with other users.  This is accomplished in Settings | Sharing | Shared Resources.  The particular resource can be shared with users and/or groups with read-only or full-control permissions.  The user given permission would need to attach the resource via Settings | Sharing | Mapped Resources.
 
Please see this article for additional information on sharing resources and this article for mapped resources.
 
Also note, that this feature is only available in SmarterMail Enterprise.
 
 
Robert Emmett
Software Developer
SmarterTools Inc.
(877) 357-6278
www.smartertools.com
0
Andrea Rogers Replied
Employee Post
Are you using SmarterMail 13.x?

Andrea Rogers
Customer Operations Manager
SmarterTools Inc.
877-357-6278

www.smartertools.com

0
Yes. SmarterMail 13.1
3
Andrea Rogers Replied
Employee Post
Donavon,
 
Thank you for confirming your version. Robert's suggestion of using Shared Resources is a good one because it allows you to share other resources like calendars, contacts, etc. However, this would use up a mailbox account that was no longer being used by an employee. There's another option you could do that would allow you to shut down the mailbox no longer in use, but, keep in mind, this method will only move emails - no other resources. 
 
SmarterMail 13.x offers a Restore feature. This allows you to restore a user's account, individual email messages and mail folders. Using this feature, you could move the old employee's messages to another employee's account. I'll give you the basic steps on how this is done:
 
Go to the SmarterMail server files. Find the old user that has left the organization. We'll call this person Tom. In Tom's user folder, create a new folder called "Tom's Messages". Copy all of Tom's mail folders (Inbox, Junk E-mail, Sent, etc.) and paste them into this new folder. Now, move the Tom's Messages folder into the new user's folder. We'll call the user who is taking over the messages Joe. So in the system files, Joe's user folder should now show his mail folders, Inbox, Junk E-mail, Sent, along with Tom's Messages. 
 
Now that the system files are in place, log into the SmarterMail Web interface as the system admin. Click Manage > Restore. Choose Attach Folder. Enter Joe's email address and, in the folder path, put "Tom's Messages". Click Restore. When you go to Joe's mailbox now, you should see a folder for Tom's Messages. Inside this folder, you should see a nested Inbox, Sent, Junk, etc. You can leave them in their own folder, or, now that they're in Joe's account, use the drag and drop feature to move them to whatever folders you'd like. 
 
I hope this helps! Let me know if you have any questions.

Andrea Rogers
Customer Operations Manager
SmarterTools Inc.
877-357-6278

www.smartertools.com

1
Anne Campbell Replied
To Avoid this issue we implemented shared folder structure where each department had a shared directory where all emails were filed, For example we have a purchasing inbox which is shared amongst purchasing team a supplier a-z where all emails relating to the individual supplier were filed. So when new team member came on board it case of adding user to "purchasing team" group. also makes holiday/sick cover much easier.

all worked great until we upgraded last week from SM15 to SM17 and the shares were all lost and the ability to view in a tree structure removed we are currently unable to work in the method above. Had little response or help from smartermail.

Got an email yesterday simply stating 

We'll have a release out either today or tomorrow that resolves this issue and some other sharing issues.  
I'm ever hopeful we will be able to get back to where we were in SM15.

Reply to Thread