Daimler digital workplace September 2016
Working with NPMs
How to add a non-personal mailbox to your Outlook and work efficiently with it
Applies to: Windows 7; Windows 8; Windows 10; Outlook 2010, 2013, 2016
Basic Setup
How to newly add a NPM to your Outlook profile.
1. Close all Outlook windows
2. Click Start, and go to the “Control Panel” (you can type ahead in the search box)
3. In the control panel, enter the search box in the upper right corner and type
“Mail”. From the result list, double-click “E-Mail (32-bit)” (or “Mail (32-Bit)”,
or “Courrier (32 bits)” etc. depending on your PC´s regional settings)
4. Click on the “E-Mail Accounts…” button
5. In the “E-Mail” tab, click on “New…”
6. In the “E-Mail Address:” field, enter the SMTP e-mail address of the NPM you want to add
7. Leave everything else untouched, click “Next >”
8. Outlook will contact the mail server and get the needed settings. You will see three green check marks and a success message
Click on “Finish”, “Close” and again “Close”
9. Important: Make sure, that the NPM is NOT set as “default” account in the E-Mail tab or “default” data file in the “Data Files”
tab! This should ALWAYS be your personal account, everything else is unsupported and may cause severe side effects!
Short Guide. NPMs.
Short Guide: Working with NPMs. digital workplace September 2016
Sending messages on behalf of an NPM.
Initial Setup
1. Start Outlook
2. In the upper left corner, click on “New Email”
3. Drop down the “From” Field (if you do not see the “From” field,
go back to the first page of this guide and follow the instructions)
4. If you see your NPM in the list with a “X” right next to it, click the
“X” to remove it from the list
5. Click the “Other E-mail Address...” button.
6. Enter the SMTP e-mail address of the NPM
7. Drop down the “Send Using” field, and select your personal
account from the list (this is very important. See the remark box
below)
8. Click “OK”. You can repeat steps 4. to 8. at any time if you are
unsure if you did step 7. right
Sending new and replying to received messages
IMPORTANT! Always send using the entry with the „X“.
Outlook does not remember the setting you used for sending “From”. This means, that on each and every mail you newly create
(applies also to replies to and forwarding of received items) you must manually select the entry with the “X” (see below).
Outlook will try to use the entry without the “X” first. If you forget to switch to the entry with the “X”, your message will bounce
back after sending with an error message stating that “your message did not reach [..] recipients” because “you do not have the
right to send on behalf of this user”. Don´t worry, you can easily fix this (see the next page). But to avoid the extra step, always
remember to use the entry with the “X” you created as described above. We are working with the software vendor to make it
more user friendly in upcoming releases!
1. For new messages: in the upper left corner of the Outlook
main window, click on “New Email” and continue with step 3.
2. For existing messages in the NPM inbox: open the message by
double-clicking it, and click “Reply (All)” or “Forward”
3. No matter what ´s pre-selected in the “From” field, always
drop down the “From” field and click on the e-mail address of
the NPM with the “X” right next to it
4. If you accidently clicked on the X, go to the “Initial Setup”
section on top of the page, and follow steps 5. to 8.
After sending on behalf of the NPM
What it looks like when everything went good...
You will find a copy of the message sent in the “Sent
Items” folder in the NPM.
Please note, that in some rare cases Outlook 2010 may
put the copy in your personal Sent Items folder, not the
NPM. Please upgrade to Outlook 2013 or later to fix this
behavior.
The Sent Item will show “<your display name> on behalf
of <NPM display name>” or a translated version of “on
behalf of” in your language (example: (“… de la part de
…” in French).
A recipient will most likely see only the NPM as sender,
except if he/she uses also Outlook+Exchange as we do.
…and how to fix it if it didn´t:
In the case of using the wrong entry from the „From“ menu, you will receive an
error message stating „your message did not reach [..] all of the intended
recipients“ and the reason „You do not have the permission to send the
message on behalf of the specified user. Error is [080070005-“ etc.
1. Go to the „Sent Items“ folder (of the NPM) and open the message sent by
double clicking it
2. If you can´t find it here, look in your personal „ Sent Items“ folder (and
consider upgrading to Outlook 2013 or higher)
3. In the message window menu ribbon, click „Actions“ „Resend This
Message…“. The mail will be opened again as a draft like before you hit
the „Send“ button
4. IMPORTANT: This time, choose the e-mail address with the “X” next to it
from the “From:” field
5. Hit „Send“
Contact:
digital workplace
Email: [Link]@[Link]
Intranet: @digitalworkplace
