When creating a Shared Mailbox with
Exchange, you’ll need to assign Permissions to all the users with whom the
Mailbox will be shared. These Permissions allow you to control the level of access
your users have on the Shared Mailbox.
What Permissions Can Be Managed
The Exchange Administrator will be able to grant the following Permissions to each
Shared Mailbox User:
Full Access – This allows users to open the Shared Mailbox, create &
manage Tasks, view, draft, manage, and delete emails, but not be able to send emails from
the said Mailbox.
Send As – This allows users to send emails from the Shared Mailbox and appear as
though they’re sending the message from the original Mailbox. For
example, if Jane Smith sends an email from the Accounting Shared Mailbox, the email sent
will appear as sent from the Accounting Department with no traces of it coming from Jane Smith.
Send on Behalf – This allows users to send emails from the Shared Mailbox but
with an “on behalf of” phrase appearing in the From address. For example, if Jane Smith sends an
email from the Accounting Shared Mailbox, the email will appear as sent
from “Jane Smith on behalf of the Accounting Department”.
Calendar access & Contacts access – This allows users to access the Shared
Mailbox’s Calendar and Contacts, depending on the Folder
Permission level set:
||This is the default setting. Use this for those you only need informed.
||Use this to get contributions without having to disclose confidential information.
||Can only edit/delete those they added.
Use this for contributors within your organisation, but outside your team.
||Same as Author, except user can also add subfolders.
||User has full read & write access.
Use this for contributors within your team.
||Same as Editor, except user can also add subfolders.
||User can function as you would.
For Shared Mailboxes, Permissions can only be granted to users created within the
same Exchange Organisation. If a user does not exist, you can
create a new Mailbox for that user
first, then assign Permissions to them when done.
If you do not have access to the Exchange Manager, you can still
share your specific folders, calendars, contacts via
How to Assign Shared Mailbox Permissions
To assign Permissions on a Shared Mailbox, please follow the instructions below:
- Log In to your Exchange Manager.
- Under Hosted Organisation – Exchange, click Mailboxes.
- Click the Display Name of the Shared Mailbox that you wish to manage.
- On the Edit User page, click the Permissions tab.
- Click the Add button under the corresponding permission type that you wish to grant,
then search for and select the email account/s and click Add Accounts.
For Calendar access and Contacts access, set the Folder Permission
level for each user.
- Once done, click on the Save Changes button at the bottom-right section of the page.
Or click on the Save Changes and Exit button to go back to the Mailboxes page.
Learn more about the Shared Mailbox and how
to access it via Outlook, OWA, and mobile in this linked guide. Please let
us know if you need further assistance or if you have any questions.
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