Special thanks to our member for creating this content: John Korduba
Contents
Q&A – Accessing another mailbox
Introduction
Here we begin our look at Outlook 365’s features.
Different 365 Admin Centers
Office 365 has different Admin centers to administer different apps. In the screen cap below, notice in the left navigation window the different 365 admin centers.
As a help desk professional, much of your time is spent dealing with Outlook, so you should be familiar with Exchange Admin Center.
Outlook modules
Outlook has two modules:
- Web based (OWA) – Outlook Web
- Outlook Desktop version
Exchange Admin Center
Backend support for Outlook 365 is managed through Exchange.
On Microsoft 365 Admin Centers, in the Navigation bar, under “Admin centers”, click Exchange.
(“Exchange admin center” displays)
Mailboxes
Under recipients, click mailboxes.
(Screen displays “mailboxes” in your organization)
Click a User mailbox (e.g., “Harish”) and then click the pencil (edit) icon.
(User “Harish” mailbox details display).
NOTE: there may be options available in the backend (i.e., Exchange Admin Center) that are not available in Outlook’s front end when you were creating the mailbox for the user originally.
Mailbox usage
Click mailbox usage.
(Mailbox usage details display)
Contact Information
Click contact information
(User’s contact information displays).
Mailbox features
More advanced features are listed here.
Click mailbox features
(“mailbox features” screen displays).
- Disable Exchange Active Sync – would prevent user from accessing Outlook on their phone.
- Disable OWA for Devices – would prevent user from accessing Outlook on the web (portal.office.com)
Mail Flow
Under Delivery Options, click View details.
(“delivery options” displays)
Shared mailbox
Shows any shared mailbox that the user has rights to.
On the Exchange Admin Center dashboard, under “recipients’, click shared.
(shared mailbox(es) display).
Q&A – Accessing another mailbox
Question: How to access another mailbox?
Answer: see following steps.
If you have an additional mailbox that you have rights to, you can access it by going to Portal.office.com and launch Outlook.
From the main Outlook screen (upper right), click the profile button
(circle with your initials (e.g., “DD”) in it).
(menu displays).
Click Open another mailbox.
(“Open another mailbox” displays)
Click in the field.
Enter the mailbox name.
Click Open.
(Other mailbox opens).
Tracing
Scenario:
Customer calls and says that a vendor sent him or her an email, but customer has not received it. (It’s not in the junk folder)
Solution:
Go to Microsoft 365 Admin center.
Click Show All.
(menu expands)
Click Exchange admin center.
Scroll down to see Mail Flow area.
Click Message Trace.
(“Go to the new Message Trace now” prompt displays)
Click Go to the new Message Trace now.
(new dashboard for 365 security and compliance displays).
In left side Navigation pane, click Mail Flow.
(menu displays).
Click Message Trace.
(“Message Trace” screen displays).
Click +Start a trace.
(“New message trace” screen displays).
In By these people field, enter email address of sender. Press Enter.
In To these people field, enter email address of recipient. Press Enter.
Note: the recipient must be a part of your company.
Click Search.
(Search results display).
First look at any message under “Status” which, in this case, says that the email was tagged as “spam”. It could also say something like “Blocked” in which case you have to contact Microsoft to let it pass.
Click the “FilteredAsSpam” link under Status.
(“Message trace details” screen displays).
Click Submit message [to Microsoft].
(“New Submission” screen displays).
Under “Reason for submission” area, click Should not have been blocked.
Click Submit.
(Request is submitted.)
Special thanks to our member for creating this content: John Korduba
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