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    Mailboxes and Profiles (2003)

    I want a user to be able to access two mailboxes: Ann and Company. Ann is already set up. Do I have to set up a new Profile to access Company? The default profile is Outlook. Thanks

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    Re: Mailboxes and Profiles (2003)

    Usually you do not need another profile. You can have as many mailboxes as you like, but only one has the inbox and outbox.

    If you're using exchange, go to Tools > Email accounts > View or Change Accounts > Change > Advanced > More Settings and you can then add another mailbox (you need access rights to it).

    If this is a private system without exchange, then its just a case of adding another .PST file under Files > Data FIle Management

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    Re: Mailboxes and Profiles (2003)

    This is not an Exchange system, just email through our ISP, Verizon. When you say "only one has the inbox..." I assume you mean at any one time.
    What does a profile do for you?

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    Re: Mailboxes and Profiles (2003)

    A new profile creates a complete new user environment that is totally different from the first.

    If you started with the Outlook profile that understands "Ann" - then that's what you would see. If you created a new one, you could create "Company" and then that is what you'd see (not Ann). The settings, folders, preferences etc. all relate to the partiular profile you choose to start with.

    The downside is that you can only have one or the other profile and would have to close Outlook, and restart with the other profile to make a change.

    The alternative method of having dual pst files defined simultaneously works to allow more flexible handling - that is, one tree of folders could be Ann, one tree could be Company. I'm not in a position to test this in detail as I only have one ISP and email account - your question is interesting - each ISP can be added, but you only seem to be able to specify one inbox location if this method is used.

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    Re: Mailboxes and Profiles (2003)

    Thanks for the lucid explanation. After reading Outlook Help on creating a new data file I think I've got it. Let's say I call it Company.pst. When I'm looking at Ann's mail and I want to see Company's mail, I click on File/Open/Outlook Data File and choose Company.pst. I should then see a tree with an Inbox for Company, and any other folders I've created. My final question is, how does Outlook know that Company is another mailbox?

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    Re: Mailboxes and Profiles (2003)

    This comment is based on Outlook XP:

    At any one moment, you can only have one "delivery point" for incoming mail for all of your accounts in the current profile. This "main inbox" is designated on the lower part of the E-mail Accounts dialog (Tools>E-mail Accounts>View or Change) under "Deliver new e-mail to the following location." Opening another PST has no effect on what Outlook understands to be the main inbox. So if you open a second PST and retrieve "Company" mail, it probably will find its way into "Ann's" inbox, unless you change the above setting or create a rule to move it from Ann's Inbox to Company's Inbox.

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    Re: Mailboxes and Profiles (2003)

    I agree with Jefferson's comment about their only being one delivery mailbox - either Company or Ann and the need for a mail rule to handle incoming messages.
    Outlook treats each PST file as a new head of a folder tree, but not as a new inbox.

    For instance, at our house, I was the prime user of our mail system and logged on often. My wife was a much less frequent logger in. I created a separate PST and folder tree for her, and made a mail-rule that identified her name as the addressee - it flipped the messages (unread) into her mailbox. From our point of view this had several advantages:
    - she didn't have to regularly logon just to see if mail was there
    - it kept things separate
    - if I got mail that she need to see I copied a version to her folder
    - I'd let her know if mail arrived and could treat it with suitable urgency
    - I got to clear all the spam <img src=/S/grin.gif border=0 alt=grin width=15 height=15> she thought that was a good idea

    An alternative method that I recently suggested to another inquiry is it is possible to use Outlook Express in parallel with Outlook - one for Ann, one for Company

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    Re: Mailboxes and Profiles (2003)

    Andrew,

    Is that separate profiles or separate .pst files? I thought both OE and Outlook could (did) look at the same profiles. <img src=/S/confused.gif border=0 alt=confused width=15 height=20>

    Thanks.
    H Lewton

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    Re: Mailboxes and Profiles (2003)

    Nope - OE and Outlook operate independently (although either will notice the other and offer to import, or become the default). When my daughter visits for an extended period, she uses OE on my machine quite independently of my setup in Outlook.

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    Re: Mailboxes and Profiles (2003)

    Thanks that offer to become the default was what I was thinking about.
    H Lewton

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    Re: Mailboxes and Profiles (2003)

    Using OE is a distinct possibility for my situattion. However, Ann may be annoyed by the constant pestering to make Outlook or OE the default.
    Our situation is very similar to yours at home. Ann and Company are separate mailboxes @ISP.com. Am I correct in assuming that you created a new e-mail acct for your wife before creating a new pst and folder tree for her? Also, when you said that the rule "flipped the message (unread) into her mailbox" I assume you meant into her Folder Tree/Inbox.
    Thanks for your patience.

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    Re: Mailboxes and Profiles (2003)

    So far as I remember you can turn off the "constant pestering" by clicking the "don't ask me again radio button"

    Yes, I meant "folder/inbox" for the mail-rule. Effectively, the creation of a PST (or not) is independent of the other things - its simply a tree of folders in a separate container. Creating it first would keep things tidy, but it could be not created (just use a folder branch within your own area) or created later and historical items dragged to it.

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    Re: Mailboxes and Profiles (2003)

    Hi Andrew. This should be my last post on this issue. Visited Ann and successfully set her and Company up like you and your wife. All is working well. I played around with the rules and was impressed with how powerful they are.
    Thanks again for all you help.
    Howard

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    Re: Mailboxes and Profiles (2003)

    Great - hope it all continues to work smoothly. <img src=/S/smile.gif border=0 alt=smile width=15 height=15>

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