How to get multiple users in a PST file Outlook by Bas wijdenes

An old PST file that has to be opened again by several colleagues.

It may be that a colleague leaves who has filled an old PST with e-mails that are still relevant. These PST files often have to be opened by several colleagues after the old colleague left. You then need multiple users in a PST file.

To get straight to the point, you cannot open a PST file at the same time. You get an access denied because someone else has already opened the PST.

There are possibilities for a workaround, provided you have the right tools.


Getting multiple users to access e-mails in a PST, the workaround.

There are various options within Exchange.
The most obvious options are:

  • Importing the PST file into a new user account (Often the account of the new colleague who takes over the old colleague’s job).
  • Create a Shared Mailbox and import the PST file.

Importing the PST into the new user account.

It is fairly simple for a new account. Make sure the PST file is on a file-share, or a location what the new account can access, and then follow these steps:

Go to File.
Click on Open & Export in the menu.

Here are 2 options we can choose.

  • I usually go for the Import/Export option.
  • You can also open the PST file and copy all the emails you need.

Follow the steps in the Import/Export menu.


Importing the PST into a Shared Mailbox.

The principle is the same for a shared mailbox.  You have to open the shared mailbox under a user account.

Don’t forget!

  • When creating the account, make sure that the users have access to the shared mailbox.
  • Make sure when importing that you import the emails in a folder of the shared mailbox.

Recap

Do you have another creative idea on how to open a PST file with multiple users? Leave a comment for everyone who is looking for this.
Do you have any further questions? Then you can leave a comment as well.

Published by

Bas Wijdenes

My name is Bas Wijdenes and I work as a PowerShell Automation Engineer @ Wortell.

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