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Issues that can occur when you add multiple Exchange accounts in the same Outlook 2010 or Outlook 2013 profile

Article ID: 981245 - View products that this article applies to.

INTRODUCTION

Microsoft Outlook 2010 and Microsoft Outlook 2013 let you add multiple Microsoft Exchange accounts to the same profile. You can add an additional Exchange account if one of the following conditions is true:

You have Full Access permission to the additional Exchange mailbox.
You do not have Full Access permission to the Exchange mailbox. However, you know the credentials to access the additional Exchange mailbox.

This article describes two distinct scenarios in which this feature can cause unexpected behavior:

You add both the manager and delegate mailbox accounts in the same Outlook profile.
You manually add another mailbox account, and the Exchange Server 2010 Service Pack 1 (SP1) Auto Mapping feature adds it at the same time.

More information

This section describes the two scenarios in which unexpected behavior can occur when you use the Outlook feature that lets you add multiple Exchange accounts to the same profile. Additionally, this section provides the steps that you can follow to resolve or to work around these issues.

Scenario 1: The manager and delegate mailboxes are added to the same profile

Outlook 2010 and Outlook 2013 let you add your delegate’s account to your own profile and lets your delegate add your account to their profile. However, although there is no warning message or error, this profile configuration is not supported. For example, the following screen shot shows an Outlook 2010 profile that has two Exchange accounts.

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In this example, the manager is Guido Pica. The delegate has added Guido Pica's mailbox account to his own Outlook profile.

If the manager and delegate mailboxes have to be accessed in the same Outlook profile, follow these steps:

Remove the second Exchange account from your profile. For example, if you are a delegate, remove your manager’s account from your profile. To do this, follow these steps:
1. On the File menu, click Info.
2. Click Account Settings, and then click Account Settings.
3. Select the account that you want to remove, and then click Remove.
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4. Click Yes when you are prompted to confirm that you want to remove the account.
5. In the Account Settings dialog box, click Close.
Add the second mailbox as an additional mailbox. (This differs from a second account). To do this, follow these steps:
1. On the File menu, click Info.
2. Click Account Settings, and then click Account Settings.
3. Select the account that you want to remove, and then click Change.
4. In the Change Account dialog box, click More Settings.
5. On the Advanced tab, click Add.
6. Enter the name of the mailbox, and then click OK.
  
  After you make this change, the additional mailbox is listed on the Advanced tab in the Microsoft Exchange dialog box.
  
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7. In the Microsoft Exchange dialog box, click OK.
8. In the Change Account dialog box, click Next.
9. Click Finish, and then click Close.

In this configuration, you can access any folders in the second mailbox for which you have permissions. For more information about how to add another Exchange mailbox to your profile, click the following article number to view the article in the Microsoft Knowledge Base:

291626

(http://support.microsoft.com/kb/291626/ )

How to manage multiple Exchange mailbox accounts in Outlook

The following steps demonstrate two problems that may occur if manager and delegate accounts are added to the same profile by using the Outlook multiple Exchange accounts functionality. There may be other situations in which this unsupported configuration may cause problems, and this article may be updated in the future to include additional problems.

Note In this scenario, you are considered the manager account.

Using an Outlook 2010 or Outlook 2013 profile for your mailbox, configure a delegate for your mailbox, and use default delegate settings.

Note Default delegate settings do not let the delegate see items that are owned by the manager and that are marked as private.
Add an appointment to your calendar, and then enable the Private option on the Tags section of the Ribbon.
Exit Outlook.
Start Outlook by using a profile for the delegate.
On the File tab, click Add Account on the Info tab.
In the Add New Account dialog box, enter your account information, and then click Next.
Click Finish after your account is successfully added.
Click OK to the prompt that instructs you to restart Outlook.
Exit Outlook, and then restart Outlook by using the delegate’s profile.
Enter any credentials if you are prompted.
In the navigation pane, select the Calendar module.
Under My Calendars, cancel the selection of the manager's calendar.
Click Open Calendar on the Ribbon, and then select Open Shared Calendar.
Enter the name of the manager’s mailbox, and then click OK.
In the manager’s calendar, double-click the appointment that you created in step 2.

The appointment opens and the delegate can view the item. In the default delegate configuration, the delegate should be unable to open a private item.
Right-click any space on the manager’s calendar, and then click New Meeting Request.
Examine the account in the From field.

The account that is listed is the manager’s account. The account that is shown should be the delegate’s account, because the delegate is creating the meeting on behalf of the manager.

Scenario 2: The mailbox that you add is also added by Exchange Server 2010 SP1 Auto Mapping

In Exchange Server 2010 Service Pack 1 (SP1), the new Auto Mapping feature automatically adds mailboxes to the Outlook Navigation Pane if you have Full Access permission to the mailboxes. Outlook manages these additional mailboxes by using a specific permissions set. If you previously configured these same mailboxes as multiple Exchange accounts in one Outlook profile, you may experience unexpected behavior when you send mail by using those other mailboxes. This is because mailboxes that are accessed by using the Outlook multiple Exchange accounts functionality use a different permissions set from those mailboxes that are added by Exchange Auto Mapping. Outlook tries to use both permission sets at the same time. This profile configuration is not supported.

To prevent this issue, use one of the following methods:

Disable Auto Mapping for the shared Exchange mailboxes

Exchange Server 2010 Service Pack 2 (SP2) extended the Auto Mapping feature to also let an administrator disable Auto Mapping for specific mailboxes. To disable the Auto Mapping feature for specific Exchange mailboxes, the Exchange administrator must use the Exchange Management Shell. For more information about how to disable Auto Mapping for Exchange mailboxes, visit the following Microsoft TechNet website:

Disable Outlook Auto-Mapping with Full Access Mailboxes

(http://technet.microsoft.com/en-us/library/hh529943.aspx)

Remove the auto-mapped mailboxes from your profile

To remove the auto-mapped mailboxes from your profile, use the Account Settings dialog box. Because these mailboxes are automatically added through Auto Mapping, you do not have to also add them as additional Exchange accounts.

For more information about the limitations of using additional mailboxes and Auto Mapping, visit the following Microsoft TechNet website:

Configure multiple Exchange accounts for Outlook 2013

(http://technet.microsoft.com/en-us/library/ee815819.aspx)

Configure multiple Exchange accounts for Outlook 2010

(http://technet.microsoft.com/en-us/library/ee815819(v=office.14).aspx)