Manage permissions for recipients in Exchange Online (mailbox delegation)

In Exchange Online, you can use the Exchange admin center (EAC) or Exchange Online PowerShell to assign permissions to a mailbox or group so that other users can access the mailbox (the Full Access permission)...

In Exchange Online, you can use the Exchange admin center (EAC) or Exchange Online PowerShell to assign permissions to a mailbox or group so that other users can access the mailbox (the Full Access permission), or send email messages that appear to come from the mailbox or group (the Send As or Send on Behalf permissions). The users that are assigned these permissions on other mailboxes or groups are called delegates.

The permissions that you can assign to delegates for mailboxes and groups in Exchange Online are described in the following table:

Note: Although you might be able use Exchange Online PowerShell to assign some or all of these permissions to other delegate types on other kinds of recipient objects, this topic focuses on the delegate and recipient object types that produce useful results.

 

What do you need to know before you begin?

• Estimated time to complete each procedure: 2 minutes.

• You need to be assigned permissions before you can perform this procedure or procedures. To see what permissions you need, see the "Mailbox settings" entry in the Feature permissions in Exchange Online topic.

• To open and use the EAC, see Exchange admin center in Exchange Online. To connect to Exchange Online PowerShell, see Connect to Exchange Online PowerShell.

• When a mailbox is added to Outlook using Advanced Settings, only the primary mailbox will be added; the archive mailbox won't be added. If a user needs to also access the archive mailbox, the mailbox should be added to Outlook as a second account in the same Outlook profile.

• For information about keyboard shortcuts that may apply to the procedures in this topic, see Keyboard shortcuts for the Exchange admin center.

Use the EAC to assign permissions to individual mailboxes

1. In the EAC, click Recipients in the feature pane. Depending on the type of mailbox that you want to assign permissions for, click on one of the following tabs:

   • Mailboxes: User or linked mailboxes.

   • Resources: Room or equipment mailboxes.

   • Shared: Shared mailboxes.

2. In the list of mailboxes, select the mailbox that you want to assign permissions for, and then click Edit .

3. On the mailbox properties page that opens, click Mailbox delegation and configure one or more of the following permissions:

   • Send As: Messages sent by a delegate appear to come from the mailbox.

   • Send on Behalf: Messages sent by a delegate have " <Delegate> on behalf of <Mailbox>" in the From address. Note that this permission isn't available in the EAC for shared mailboxes.

   • Full Access: The delegate can open the mailbox and do anything except send messages.

   To assign permissions to delegates, click Add  under the appropriate permission. A dialog box appears that lists the users or groups that can have the permission assigned to them. Select the user or group from the list, and then click Add. Repeat this process as many times as necessary. You can also search for users or groups in the search box by typing all or part of the name, and then clicking Search . When you're finished selecting delegates, click OK.

   To remove a permission from a delegate, select the delegate in the list under the appropriate permission, and then click Remove .

4. When you're finished, click Save.

Use the EAC to assign permissions to multiple mailboxes at the same time

1. In the EAC, go to Recipients > Mailboxes.

2. Select the mailboxes that you want to assign permissions for. Use click + Shift key + click to select a range of mailboxes, or Ctrl key + click to select multiple individual mailboxes. The title of the details pane changes to Bulk Edit as shown in the following diagram.

   

3. At the bottom of the details pane, click More options. Under the Mailbox Delegation option that appears, choose Add or Remove. Depending on your selection, do one of the following steps:

   • Add: In the Bulk Add Delegation dialog box that appears, click Add  under the appropriate permission (Send As, Send on Behalf, or Full Access). When you're finished selecting users or groups to add as delegates, click Save.

   • Remove: In the Bulk Remove Delegation dialog box that appears, click Add  under the appropriate permission (Send As, Send on Behalf, or Full Access). When you're finished selecting users or groups to remove from the existing delegates, click Save.

Use the EAC to assign permissions to groups

1. In the EAC, go to Recipients > Groups.

2. In the list of groups, select the group that you want to assign permissions for, and then click Edit .

3. On the group properties page that opens, click Group delegation and configure one of the following permissions:

   • Send As: Messages sent by a delegate appear to come from the group.

   • Send on Behalf: Messages sent by a delegate have " <Delegate> on behalf of <Group>" in the From address.

4. To assign permissions to delegates, click Add  under the appropriate permission. A dialog box appears that lists the users or groups that can have the permission assigned to them. Select the user or group from the list, and then click Add. Repeat this process as many times as necessary. You can also search for users or groups in the search box by typing all or part of the name, and then clicking Search . When you're finished selecting delegates, click OK.

   To remove a permission from a delegate, select the delegate in the list under the appropriate permission, and then click Remove .

5. When you're finished, click Save.

Use Exchange Online PowerShell to assign the Full Access permission to mailboxes

You use the Add-MailboxPermission and Remove-MailboxPermission cmdlets to manage the Full Access permission for mailboxes. These cmdlets use the same basic syntax:

Add-MailboxPermission -Identity <MailboxIdentity> -User <DelegateIdentity> -AccessRights FullAccess -InheritanceType All [-AutoMapping $false]

Remove-MailboxPermission -Identity <MailboxIdentity> -User <DelegateIdentity> -AccessRights FullAccess -InheritanceType All

This example assigns the delegate Raymond Sam the Full Access permission to the mailbox of Terry Adams.

Add-MailboxPermission -Identity "Terry Adams" -User raymonds -AccessRights FullAccess -InheritanceType All

This example assigns Esther Valle the Full Access permission to the organization's default discovery search mailbox, and prevents the mailbox from automatically opening in Esther Valle's Outlook.

Add-MailboxPermission -Identity "DiscoverySearchMailbox{D919BA05-46A6-415f-80AD-7E09334BB852}" -User estherv -AccessRights FullAccess -InheritanceType All -AutoMapping $false

This example assigns members of the Helpdesk mail-enabled security group the Full Access permission to the shared mailbox named Helpdesk Tickets.

Add-MailboxPermission -Identity "Helpdesk Tickets" -User Helpdesk -AccessRights FullAccess -InheritanceType All

This example removes Full Access permission for Jim Hance from Ayla Kol's mailbox.

Remove-MailboxPermission -Identity ayla -User "Jim Hance" -AccessRights FullAccess -InheritanceType All

For detailed syntax and parameter information, see:

• Add-MailboxPermission.

• Remove-MailboxPermission.

How do you know this worked?

To verify that you've successfully assigned or removed the Full Access permission for a delegate on a mailbox, use either of the following procedures:

• In the properties of the mailbox in the EAC, verify the delegate is or isn't listed in Mailbox delegation > Full Access.

• Replace <MailboxIdentity> with the identity of the mailbox and run the following command in Exchange Online PowerShell to verify that the delegate is or isn't listed..

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  Get-MailboxPermission <MailboxIdentity> | where {$_.AccessRights -like 'Full*'} | Format-Table User,Deny,IsInherited,AccessRights -Auto

  For more information, see Get-MailboxPermission.

Use Exchange Online PowerShell to assign the Send As permission to mailboxes and groups

You use the Add-RecipientPermission and Remove-RecipientPermission cmdlets to manage the Send As permission for mailboxes and groups. These cmdlets use the same basic syntax:

<Add-RecipientPermission | Remove-RecipientPermission> -Identity <MailboxOrGroupIdentity> -Trustee <DelegateIdentity> -AccessRights SendAs

This example assigns the Send As permission to the Printer Support group on the shared mailbox named Contoso Printer Support.

Add-RecipientPermission -Identity "Contoso Printer Support" -Trustee "Printer Support" -AccessRights SendAs

This example removes the Send As permission for the user Karen Toh on the mailbox for Yan Li.

Remove-RecipientPermission -Identity "Yan Li" -Trustee "Karen Toh" -AccessRights SendAs

For detailed syntax and parameter information, see:

• Add-RecipientPermission

• Remove-RecipientPermission

How do you know this worked?

To verify that you've successfully assigned or removed the Send As permission for a delegate on a mailbox or group, use either of the following procedures:

• In the properties of the mailbox or group in the EAC, verify the delegate is or isn't listed in Mailbox delegation > Send As or Group delegation > Send As.

• Replace <MailboxIdentity> and <DelegateIdentity> with the name, alias, or email address of the mailbox or group and run the following command in Exchange Online PowerShell to verify that the delegate is or isn't listed.

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  Get-RecipientPermission -Identity <MailboxIdentity> -Trustee <DelegateIdentity>

Use Exchange Online PowerShell to assign the Send on Behalf permission to mailboxes and groups

You use the GrantSendOnBehalfTo parameter on the various mailbox and group Set- cmdlets to manage the Send on Behalf permission for mailboxes and groups:

• Set-Mailbox

• Set-DistributionGroup: Distribution groups and mail-enabled security groups.

• Set-DynamicDistributionGroup

• Set-UnifiedGroup: Microsoft 365 groups.

The basic syntax for these cmdlets is:

<Cmdlet> -Identity <MailboxOrGroupIdentity> -GrantSendOnBehalfTo <Delegates>

The GrantSendOnBehalfTo parameter has the following options for delegate values:

• Replace existing delegates: <DelegateIdentity> or "<DelegateIdentity1>","<DelegateIdentity2>",...

• Add or remove delegates without affecting other delegates: @{Add="\<value1\>","\<value2\>"...; Remove="\<value1\>","\<value2\>"...}

• Remove all delegates: Use the value $null.

This example assigns the delegate Holly Holt the Send on Behalf permission to the mailbox of Sean Chai.

Set-Mailbox -Identity seanc@contoso.com -GrantSendOnBehalfTo hollyh

This example adds the group tempassistants@contoso.com to the list of delegates that have Send on Behalf permission to the Contoso Executives shared mailbox.

Set-Mailbox "Contoso Executives" -GrantSendOnBehalfTo @{Add="tempassistants@contoso.com"}

This example assigns the delegate Sara Davis the Send on Behalf permission to the Printer Support distribution group.

Set-DistributionGroup -Identity printersupport@contoso.com -GrantSendOnBehalfTo sarad

This example removes the Send on Behalf permission that was assigned to the administrator on the All Employees dynamic distribution group.

Set-DynamicDistributionGroup "All Employees" -GrantSendOnBehalfTo @{Remove="Administrator"}

How do you know this worked?

To verify that you've successfully assigned or removed the Send on Behalf permission for a delegate on a mailbox or group, use either of the following procedures:

• In the properties of the mailbox or group in the EAC, verify the delegate is or isn't listed in Mailbox delegation > Send As or Group delegation > Send As.

• Replace <MailboxIdentity> or <GroupIdentity> with the identity of the mailbox or group and run the one of the following commands in Exchange Online PowerShell to verify that the delegate is or isn't listed.

  • Mailbox:

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    Get-Mailbox -Identity <MailboxIdentity> | Format-List GrantSendOnBehalfTo

  • Distribution group or mail-enabled security group:

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    Get-DistributionGroup -Identity <GroupIdentity> | Format-List GrantSendOnBehalfTo

  • Dynamic distribution group:

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    Get-DynamicDistributionGroup -Identity <GroupIdentity> | Format-List GrantSendOnBehalfTo

  • Microsoft 365 group:

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    Get-UnifiedGroup -Identity <GroupIdentity> | Format-List GrantSendOnBehalfTo

Next steps

For more information about how delegates can use the permissions that are assigned to them on mailboxes and groups, see the following topics:

• Access another person's mailbox

• Open and use a shared mailbox in Outlook for Windows

• Open and use a shared mailbox in Outlook on the web

• Send email from or on behalf of an Office 365 group

Source

https://docs.microsoft.com/en-us/exchange/recipients-in-exchange-online/manage-permissions-for-recipients