Forum Thread

How to view all emails in an existing Outlook mailbox from a new user account

249 19 December 5, 2018 at 05:54 PM
I was added as a new user on an existing Outlook mailbox but despite having hundreds of emails and folders, I'm only able to see a handful of messages dating from after when I was added on.

I Googled for a solution but the only solution I was able to find was adjusting a slider for syncing emails. I'm not able to find that slider under Account Settings. Is there another way to find the slider, if that's the solution, or is there another solution to view all of the emails? Could this be a user access issue that needs to be addressed by a server administrator?

Thanks.

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If you can see some things in each folder, it shouldn't be a permission issue. I assume you compared your view to someone who had access to the mailbox before you?
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#3
Quote from uniquename
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If you can see some things in each folder, it shouldn't be a permission issue. I assume you compared your view to someone who had access to the mailbox before you?
Yes, the other person has been with the organization longer but it's meant to be a shared mailbox. Shouldn't I be able to see everything in it?
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Quote from sam81
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Yes, the other person has been with the organization longer but it's meant to be a shared mailbox. Shouldn't I be able to see everything in it?
The mail server may only have the recent emails, where as the other users have local copies of older emails on their PC or if this is a shared PC, then under their user name, not yours.

2 users can use the same PC, but you one doesn't get to see the others "My Documents" as they don't have permission to see them. The same can happen with emails on the same pc for 2 different users.
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Quote from DC
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The mail server may only have the recent emails, where as the other users have local copies of older emails on their PC or if this is a shared PC, then under their user name, not yours.

2 users can use the same PC, but you one doesn't get to see the others "My Documents" as they don't have permission to see them. The same can happen with emails on the same pc for 2 different users.
Thanks, that helps explain it. Is it possible to back up the older emails and folders from the existing user and then import the file on a new user's Outlook?
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Quote from sam81
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Thanks, that helps explain it. Is it possible to back up the older emails and folders from the existing user and then import the file on a new user's Outlook?
It can happen, but it all depends on your IT department and group policy's as well as your level of privilege on the workstation.

If you can see the other person's documents, etc...then I'd look for a .pst file in their profile.

If you can find that, you can probably import it into your Outlook profile.
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Quote from DC
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It can happen, but it all depends on your IT department and group policy's as well as your level of privilege on the workstation.

If you can see the other person's documents, etc...then I'd look for a .pst file in their profile.

If you can find that, you can probably import it into your Outlook profile.
Thanks again! Yes it isn't really a concern from a policy perspective. The owner said do whatever. I don't think a .PST file exists for the existing user so I'll have them create one which I can import. Does it import folders as well?
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Quote from sam81
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Thanks again! Yes it isn't really a concern from a policy perspective. The owner said do whatever. I don't think a .PST file exists for the existing user so I'll have them create one which I can import. Does it import folders as well?
A pst should have all that they have local.

Been a while, so I am not sure anymore but you may end up with duplicates.
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Quote from sam81
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Thanks again! Yes it isn't really a concern from a policy perspective. The owner said do whatever. I don't think a .PST file exists for the existing user so I'll have them create one which I can import. Does it import folders as well?
You're welcome.

Policy in this context is technical, not political/social. Window's has policy's...I can set a policy that you cannot change or save anything your desktop screen for example.

So whomever you share this email account with should have a pst file they could export it to where you can get to it, and then you import it.

Yes the folders are included.
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