Mailbox delegation allows one person to access and manage another person’s email account. For instance, if you are working in an organization and are busy with work, and you want someone to perform email-related tasks on your behalf. Then, you need to provide delegation access to that person so that they can access your mailbox, read and write emails on your behalf. We will learn more about it in detail in this article.
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How to manage mailbox exchange permissions
There are several ways to delegate mailboxes to someone else. Before that, we should know about the three main types of permissions used in Exchange.
Full Access: With full access, the delegate can open the mailbox in their mailbox, and it allows him to read, view, and delete the contacts, calendar, and events. It can manage everything inside the mailbox. However, it cannot send emails, and if you want to send an email, you need access to Send As or Send on behalf of someone’s permission.
Send As: To understand this clearly, let’s take a random name for better understanding. Here, delegates use the manager’s team mailbox to send mail. In this case, when delegates send mail to recipients, they will see the mail sent by the manager’s team, and the delegate’s name will not be there. When recipients reply to this mail, it will go to the manager’s mail, and delegates will not be able to see it.
Send on Behalf: When delegates send mail to recipients, they will see that the delegate is sending the mail on behalf of the manager’s team. But, if recipients reply to the mail, it will go to the manager’s team, and delegates will not be able to see it.
Note: If the mailbox is hidden from the address list, delegates will not be able to access the mailbox.
Depending upon the requirement, we can use one or two accesses together. For example, to view and reply to emails of recipients, we need two permissions, such as Full Access and the other is Send As or Send on Behalf. If delegates are given both Send As and Send Permission on Behalf, Send As will be considered.
How to Manage Mailbox Permission Using EAC
- You need to log in Exchange admin center using this link: https://admin.exchange.microsoft.com/
- Click on the Mailboxes found on the left side under the Recipients tab, and then select the users to whom you want to assign the delegation. click on Mailbox Delegation.
- A new Window will pop up on the left side. Enter the permission you want to provide to the delegate here. Select the user’s Admin access. Below, there a drop-down appears, and according to the requirement, select it; we have given full access. Finally, click on the Save.
- You will get the successful message of Mailbox delegates added.
Assigning Access to Mailboxes Using Exchange Online PowerShell
As an administrator, you want to give access to any mailbox to another employee. To achieve this, you will need to connect to Exchange Online PowerShell. Based on the specific permission you want to assign, you will need different commands.
To assign mailbox delegation to someone on behalf of another in PowerShell, we use Add-MailboxPermisson with other information like recipient mailbox, delegate mailbox, and permission level.
This example gives the Full Access Permission
Add-MailboxPermission -Identity “[email protected]” -User “[email protected]” -AccessRights FullAccess
This example by giving Send As
Add-RecipientPermission -Identity “[email protected]” -Trustee “[email protected]” -AccessRights SendAs
Example for Send on Behalf
Set-Mailbox -Identity “[email protected]” -GrantSendOnBehalfTo “[email protected]”
Conclusion
We learned how to assign mailbox delegation permissions and saw what kind of permission is needed to send emails or just read them, like Full Access, Send As, and Send on Behalf. In just a few simple clicks, anyone can assign mailbox delegation using the steps mentioned in the article.
If you enjoyed the article, you might also find this one interesting: https://bestosttopst.org/blogs/assign-roles-in-microsoft-office-365/.