One user with multiple mailboxes or moving email from one mail to another

25 pts.
Tags:
Exchange 2003
Exchange mailbox management
Mailbox migration
We have Exchange 2003 and use a normal configuration of one user = one mailbox. But we recently had our admin asst quit and we have hired a new one. I can redirect any mail coming to the old admin account either by assigning the new admin the old admins email address or by forwarding the old admins email. That works for all *new* email. What I also would like to do is move the email from the old admins mailbox into the new admins mailbox. Is that possible? Or can the new admin use both mail boxes? Thanks.

Answer Wiki

Thanks. We'll let you know when a new response is added.

You can forward all e-mail from the old admin to the new one but there should be a point in time when this no longer occurs — particularly, if messages will be forwarded to the new mailbox and kept in the original mailbox. The reason is the likelihood is that the old mailbox will go unmanaged and messages will continue to accumulate and consume disk space. There is also the risk that personal e-mail messages will be forwarded, which may present some liability concerns. These are some options for new messages only.

It is possible to grant access to the old assistant’s mailbox to the new assistant by setting the appropriate permissions in Active Directory. Refer to the following TechNet article, <b><a href=”http://technet.microsoft.com/en-us/library/aa998694(EXCHG.65).aspx”>Understanding Exchange Server 2003 Mailbox Access Delegation</a></b> for details.

Discuss This Question: 3  Replies

 
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  • HCUMCAdmin
    Thank you for the suggestion. It would have been very helpful but in my haste I left out a small piece of information. The old admin has been deleted as a user and her mailbox is currently unattached. I tried to reconnect it to the new admin but the system couldn't find her, for some odd reason. So here I sit with an unattached mailbox. I have been told that EXMerge might be a way to handle this but I have not used it and when I try to run it I get a complaint about EXCHMEM.DLL not being found! The simple thing to do for the moment is to create a temp user, attach the mailbox to that user and then grant the new admin full access to that mailbox. Would that allow the new admin to copy/move from the old admins mailbox to hers? You are absolutely correct that setting the account to forward email to the new admin is potentially dangerous as it can leave an unattended mailbox filling up. There is a flag that can be set that tells Exchange to not put the email in the targets mailbox only forward the email. Since I deleted the user, I just added the old email address to the new admins list of email addresses.
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  • Mohammed Anwar
    For your scenario best option would be to use ExMerge. Exmerge the old mailbox in to a pst and then import that pst in to new new mailbox. The only problem with it will be 2GB limit. If old user's mailbox size is more than 2GB than better (and must) to do it in a standard way; configure old user's profile and export to pst file and then import that pst to new user's mailbox. For ExMerge error regarding EXCHMEM.DLL, I think you have downloaded the exmerge utility from MS site. Either you use already installed ExMerge from BIN directory under Exchange folder or copy above dll file from BIN folder to new downloaded Exmerge folder. Normally you can connect orphanned mailbox to any user which is without mailbox. Are you sure you have created new admin without mailbox?
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  • HCUMCAdmin
    Thanks for the help! I guess I didn't realize that EXmerge was already on the system. That's easy to fix. The amount of data is less than 2Gb so that is not a worry. I am quite sure I created a new user, called him Captain Kirk, with an exchange mailbox. Was able to attach the old admin (gmoore) to ckirk, then share ckirks mailbox with the new admin. Using AD Users and Computers 1) Left click domain name 2) Left click on users 3) Right click Users and select new... 4) Put in name information and the User Login Name. Click next 5) Create a password. Click next. 6) Deselect checkbox called "Create an Exchange Mailbox" 7) Click Next 8) Click Finish You now have a new user with a login but no exchange mailbox. Doug
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