Permitting others to access a mailbox
Occasionally, users need to access someone else’s mailbox, and in
certain situations, you should allow this. For example, if John is
Susan’s manager and Susan is going on vacation, John might need access
to her mailbox while she’s away. Another situation in which someone
might need access to another mailbox is when you’ve set up
special-purpose mailboxes, such as a mailbox for [email protected] or a mailbox for [email protected].
You can grant permissions for a mailbox in three ways:
-
You can grant access to a mailbox and its content. If you want to
grant access to a mailbox and its contents but not grant Send As
permissions, use the Full Access settings. In Exchange Admin Center,
open the Properties dialog box for the mailbox you want to work with
and then select Mailbox Delegation. On the Mailbox Delegation page,
under Full Access, tap or click Add, and then use the Select Full
Access dialog box to choose the recipients who should have access to
the mailbox. To revoke the authority to access the mailbox, select an
existing user name in the Display Name list box and then tap or click
Remove.
-
You can grant the right to send messages as the mailbox owner. If
you want to grant Send As permissions, use the Send As settings. In
Exchange Admin Center, open the Properties dialog box for the mailbox
you want to work with and then select Mailbox Delegation. On the
Mailbox Delegation page, under Send As, tap or click Add, and then use
the Select Send As dialog box to choose the recipients who should have
this permission. To revoke this permission, select an existing user
name in the Display Name list box and then tap or click Remove.
-
You can grant the right to send messages on behalf of the mailbox
owner. If you want to allow a user to send messages from a user’s
mailbox but want recipients to know a message was sent on behalf of the
mailbox owner (rather than by the mailbox owner), grant Send On Behalf
Of permissions. In Exchange Admin Center, open the Properties dialog
box for the mailbox you want to work with and then select Mailbox
Delegation. On the Mailbox Delegation page, under Send On Behalf Of,
tap or click Add, and then use the Select Send On Behalf Of dialog box
to choose the recipients who should have this permission. To revoke
this permission, select an existing user name in the Display Name list
box and then tap or click Remove.
In
Exchange Management Shell, you can use the Add-MailboxPermission and
Remove-MailboxPermission cmdlets to manage full access permissions. Adding full access permissions and Removing full access permissions
show examples of using these cmdlets. In these examples, the
AccessRights parameter is set to FullAccess to indicate full access
permissions on the mailbox.
In Exchange Management Shell, you can use the Add-ADPermission and Remove-ADPermission cmdlets to manage Send As permissions. Adding send as permissions and Removing send as permissions
show examples using these cmdlets. In these examples, the
-ExtendedRights parameter is set to Send-As to grant Send As
permissions for the mailbox.
Note
Another
way to grant access permissions to mailboxes is to do so through
Outlook. Using Outlook, you have more granular control over
permissions. You can allow a user to log on as the mailbox owner,
delegate mailbox access, and grant various levels of access.
Forwarding email to a new address
Except when rights management prevents it, any messages sent to a
user’s mailbox can be forwarded to another recipient. This recipient
can be another user or a mail-enabled contact. To configure mail
forwarding, follow these steps:
-
Open the Properties dialog box for the mailbox-enabled user account
by double-tapping or double-clicking the user name in Exchange Admin
Center.
-
On the Mailbox Features page, scroll down and then tap or click View Details under Mail Flow.
-
To remove forwarding, clear the Enable Forwarding check box.
-
To add forwarding, select the Enable Forwarding check box and then
tap or click Browse. Use the Select Mailbox User And Mailbox dialog box
to choose the alternate recipient.
In Exchange Admin Center, you cannot also specify that copies of
forwarded messages should be retained in the original mailbox. However,
if you use Exchange Management Shell to configure forwarding, you can
specify that messages should be delivered to both the forwarding
address and the current mailbox. To do this, set the
-DeliverToMailboxAndForward parameter to $true when using Set-Mailbox.
