I’ve been seeing a surprising number of tickets from users asking why they are seeing double bookings of meeting rooms of late. In each and every case, the issue has boiled down to one of user error, with users not knowing or understanding how meeting invitations work in Outlook. This was a source of confusion to me, until a user put it as follows:
Shared email boxes are a useful tool for departments needing to have a single point of contact, but whose needs do not extend so far as to need a CRM or ticket management tool. I’ve talked before about how to add them to Outlook, in which I noted that I usually uncheck the box for downloading shared folders to avoid downloading what tends to be a huge mail box, which will lock up Outlook. Another reason to do so, is that a locally cached mail box often does not display all mails and folders, a complaing I see from time to time. It has been my experience that most users leave the settings in their default state, so today, I thought I’d tell you how to disable that retroactively:
A not infrequent question at work, is how to add a second mailbox in Outlook. Here’s how:
A couple of months ago, a customer sent us a ticket, complaining that a mail group was incomplete. Specifically, his manager was not listed among the recipients. The mail group in question contained all managers, and membership was gained through dedicated active directory (AD) organisational units (OUs), one for the manager of each business unit (BU). I checked the Exchange address book in Outlook, and sure enough; the manager group for his BU was not listed among the recipients.
A user called in, complaining that they were unable to create a new folder in a shared mailbox. The error message they got indicated that the folder already existed. I started troubleshooting the issue, and it transpired that they had created the folder already, though it did not show up. I tried a number of fixes, including restarting Outlook, removing the mailbox from account settings, and even deleting their mail profile altogether. It was this last attempt that would lead me to the correct solution.
I had a user call in, who was unfamiliar with Office 2013, having only worked with previous versions of Office, and wanting to know how they could add a BCC recipient to the meeting request.
Some time ago, I had a user call in with a bounceback issue. They had sent us a screenshot of the bounceback, informing us that the email became illegible when they tried to forward it to us. I called the user up, remote controlled her computer, and had her demonstrate the issue, and sure enough; when she hit forward, all text turned to chinese (or chinese-looking) characters:
A while back, I had a user call in, telling me that all meeting invitations she received for some reason also showed up in the inboxes of a couple of shared mailboxes. I logged in to her computer remotely, and started poking about. I tried a number of fixes, including deleting her profile and recreating it, at which point i stumbled across a reference to delegates.
When adding extra email accounts in the regular way, Outlook will notify you of new emails in each and every account. Though this can be annoying, it is simple enough to do something about. Here’s how: