This document exists so that we have a definitive answer on the expected behaviors of Shared Mail Files and how they use the:
Deleted
Sent
Draft
Folders.
THE FOLLOWING IS CORRECT FOR THE LOCAL OUTLOOK CLIENT:
The first thing to be aware of is that the user must change the "From:" field in a new e-mail message to reflect the Shared Mail File. If they do not change the From, Outlook will assume that the Shared Mail File is NOT being used at all and it will treat the e-mail as 100% the user's personal mail file.
If your Outlook does not have a "From" button:
1. Click on "Options" at the top of your Outlook Screen
2. Click on the "From" to activate
When a user SENDS an e-mail FROM the Shared Mail File:
The sent e-mail will appear in the SENT Folder in BOTH the Personal Mail Sent Folder as well as the SENT Folder in the Shared Mail File.
(If for any reason it does not - please contact the IT department immediately. This is a simple setting that needs to be done on our end that can be fixed very quickly)
When a user DELETES an e-mail from the Shared Mail FIle:
The Deleted Item will appear ONLY in the Deleted Folder of the Personal Mail File.
(This can be changed so that the Deleted e-mail will appear in BOTH the Deleted Folder of the Personal Mail File as well as the Deleted Folder of the Shared Mail File. If this needs to be set up this way - contact the IT department. This is a Registry Key Change that only an admin can perform on the user's computer) (PS This cannot be done on an Apple computer)
When a user creates a DRAFT e-mail and the FROM indicates the Shared Mail File.
ON A PC:
The DRAFT e-mail will appear in the DRAFT Folder of the Personal Mail File
It will NOT appear in the DRAFT folder of the Shared Mail File.
ON A MAC:
The DRAFT e-mail will appear in the DRAFT Folder of the Shared Mail File.
It will NOT appear in the DRAFT folder of the Personal Mail File.
If the DRAFT needs to appear in the DRAFT folder of the Shared Mail file, it can be copied and pasted (or dragged) into the DRAFT folder of the Shared Mail File.
If you have any questions or concerns do not hesitate to contact me.
John E. Tate IV
IT Help Desk Coordinator
The Salvation Army
Central Territorial Headquarters
5550 Prairie Stone Parkway
Hoffman Estates, IL 60192
847.294.2030
847.227.5030 (f)
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