Faculty & Staff

Creating Special Mailbox Profiles in Outlook

To Add or Change Moderators, or to give Permissions to others to View scheduled Location or Resource events, you will first need to set up the account profile so you can access it with Outlook 2003.

Remember that regardless of mailbox type (Personal, Resource, Location etc.) you will need to log into Windows using the specific Resource or Location or Account logon credentials and log into Active Directory.  If you don't do a Windows login to AD for these accounts the delegates/permissions settings will not be saved.

The first time you log into Windows for these accounts, you will need to set up the Outlook Profile.  You may have to run Outlook first to activate the Mail control panel.

  1. Go to Start, Control Panel and click on the Mail control panel.
    Click on Show Profiles.


  2. Make sure Prompt for Profile to be used is Checked, then click on Add to Add a Profile


  3. Give the Profile a logical name to use, similar to the Location or Resource you wish to create the profile for.  Then Click OK


  4. Select Add a New email account, then click Next


  5. Select Microsoft Exchange Server, then click Next


  6. Enter '' as the server name (if you are using the central Exchange).
    Enter the locations or resource alias as the User name and click on Check Name


    (if you get a signon screen window click Cancel on it.)

  7. System should respond with actual server name and the location or resource name underlined:


    Now click on the More Settings button.

  8. Click on the Security tab.


    Click on check-box for Encryption.  This will do basic encryption of data transferred between Outlook and the Exchange server. Click OK to get back to the email accounts screen and click Next thenFinish, then OK to close out the control panel.

  9. Now start Outlook and select the Profile you just created:


  10. Sign-in as AD\resourceid and the password for this location or resource


  11. To add a Moderator for this location or resource, go to Tools, Options and select the Delegates Tab


    Click on Add

  12. Find the name in the Global Address List of the person or other mailbox who you wish to be moderator proxy for this account, and add them to the list with the Add button.  When done, click OK.


    Set the permissions as needed.

  13. You need to make sure the Delegate receives copies of meeting-related messages sent to me box is checked.


    Click OK,   You can add or remove other delegates the same way.

  14. Now to give permissions for all users to SEE what meetings are scheduled with the location or resource, you have to set permissions for both the root mailbox level and the specific folder.
    Go to the Folder View on the Navigation Pane.
    Right-Click in the Navigation Pane on the Root Mailbox for this account (i.e Mailbox - Lighty.401). 
    Select Sharing and then set the permissions for the Default user to be 'Folder Visible'.


    Click OK.

  15. Now if you wish to have this resource or location account calendar details available to all users, you'll want to select that folder in the Navigation Pane, Right-Click on it and select Sharing
    Set the permissions for the Default user to be 'Reviewer'.  This will let everyone see the meetings scheduled for this location or resource account.


    Click OK.

The above procedure will let any WSU Exchange user see the details of meetings scheduled for this location or resource. 

If you want to limit who can see these, then instead of giving 'Reviewer' permissions to the Default user, you need to add specific users and give them specific 'Reviewer' or higher permissions.

For some people you may wish to assign Editor or Owner permissions for these resource or location account calendars.

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