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Delegate Access for Equipment Mailboxes
Posted by Blair Benjamin, Last modified by Sali Kaceli on 07/24/2017 8:53 AM
Background - a number of resources (namely, vehicles) are set up as Equipment Mailboxes in Exchange for the purpose of managing reservations, scheduling, etc.  These are typically managed by one or more designated individuals.  Sometimes it can be tricky to assign and/or unassign the delegate role/permissions.  This has been a problem when a person leaves or is replaced, but their account continues to receive calendaring notifications on behalf of the given equipment mailbox.   Exchange can surely be quirky at times, which is why some steps and/or troubleshooting info are documented here.

Note- The supposed difference between an equipment mailbox and a regular user mailbox is that for an equipment mailbox, the user account associated with the resource mailbox is disabled.  However, apparently it is still possible to use the username/password to log into Outlook.


Technical info and configuration steps...

1- In Exchange Management Console, go to Properties > Resource Policy > "Specify delegates of this mailbox"

Add and remove delegates as needed.  The problem arises in that sometimes these changes don't fully trickle down to the actual Outlook account.  I do not currently have an explanation for this.  When this happens, it is necessary to move on to step #2 below.

2- Create an Outlook profile and log into the actual mailbox for the given Resource Mailbox that has delegate settings persisting after attempting #1 above.   To do so,
  1. On your own workstation, go to Control Panel > Mail (32-bit) > Show Profiles > Add
  2. Make profile name be the name of the Equipment Mailbox (ex. VEH_2010Camry, etc.)
  3. Enter the email address of the equipment mailbox (ex. veh_2010Camry@cairn.edu, etc.) and password (if known; if not, reset)
  4. Log out of Outlook and log back in with desired profile
  5. If prompted, enter the username and password of said resource
  6. Go to file > account settings > delegate access and verify that the settings match what was configured in step #1 above and change if necessary

3- In EMC, right-click on desired Equipment Mailbox and choose "Manage Full Access Permissions" and make sure that there aren't any users configured who shouldn't be.  Sometimes it's necessary to add users in order to be able to set sharing permissions for the calendar in Outlook.
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