Outlook 2003 gurus required

[Obviousman]

I'm looking for info through the MSKB, but hopefully someone might help...

We run Outlook 2003 / XP on a network.

My boss has a PA who archives all his mail (through an independent, non-MS system that is linked to Outlook)

Problem is that the PA can't access the Sent Mail folder (needed to archive them), nor can they delete items from the Inbox of the boss. They have access to all other folders belonging to the boss, and can read Inbox mail. They just can't delete it from the Inbox (a necessary function because the boss receives heaps of mail) and they can't access the Sent Items folder (also necessary to record replies in a document management system, for official archival purposes).

Is this a limitation, or is there an admin setup that needs to be addressed?

The network allocates everyone with an "individual" H: drive as your 'personal' drive, but I'm not sure if this is related. The PA can access all of the folders belonging to Le Boss EXCEPT the Sent Items folder.

Another PA has a similar problem, and the IT people were instructed to grant her access to ALL of the folders, etc, belonging to her boss.

[jmontecillo01]

There is a very good site that addresses Outlook queries. The address is

http://www.outlookcode.com/

You can post your problem there. Be sure to tell the owner (Sue Mosher) what version of Outlook you are using.

[Obviousman]

Thanks!

[Obviousman]

It seems they only deal with programming issues on that board.

[rjh01]

There is a box somewhere that gives a person authority to do things in folders. Has this been set up correctly? Double check this. So simple to overlook the simple things.

I would tell you where this box is except that I cannot find it on my home computer. I know it is on my work computer so I can check there. However you should already know as you would have given the PA access to the in box.

The other issue is what authority does the PA have on the H drive where the *.pst file is stored? Get them to create and delete a file there.

[kevin]

right-click the Inbox
Select properties
Click Permissions tab
Check the PA has appropriate permissions on the inbox

repeat for sent items.

If you are archiving to PST be vary wary. Don't let them get too big, keep backups of the PST files. They go corrupt very easily.

[jmontecillo01]

You did not mention is if you are using MS/Exchange to share folders. You mentioned though that you are using a non MS software that links to Outlook.

Folders maintained by Exchange are updated in the Exchange server. The updates are done at a single point. As I understand from your post, both the manager and the PA has access to a single PST file in the H drive.

Note that Outlook is not a server type application. It is a client application and it is not aware if another program is accessing the same file that it is looking at. There is no locking mechanism involved. In this case, it is very easy to corrupt the PST file.

Last year, I had a project that involved Outlook forms. Involved is updating the Exchange folder through Outlook everytime an update to the database occured. I run into a lot of troubles for the reason that I mentioned above. Outlook locking up, several instances of Outlook running which I had to purge through the task manager, etc.

Try out what was proposed by others but keep in mind that Outlook does not provide a locking mechanism.

[Obviousman]

I found out what the problem was.

Firstly, although most of the permissions were set, some were only as Reviewer rather than Editor. Also, permission for the entire mailbox (not just folders) must be set (reason in next section).

Next, even though you set permissions, the Sent Items will not appear when you use the the "view other peoples folders" selection from the FILE menu. 'Sent Items' won't appear in the drop down list. Instead, you have to install (view) the other persons mail account. Once you do that, you have the necessary access.

[rjh01]

1. What next section? So I can see the reason.
2. This may be useful to someone. Can you fix the tags (http://forums.randi.org/showthread.php?t=68119&goto=newpost)please? So that they can find this thread easily.