What is Mailbox Delegation in Office 365 – A Brief Explanation
Summary: Maintaining multiple mailboxes can be hectic for you If you aren’t aware of What is mailbox delegation in Office 365? This content will provide you the complete knowledge of this query so read it thoroughly to the end.
Table Of Contents,
Microsoft Office 365 mailbox can allow users access to send and view emails. As the admin, you can assign permission to the members of the organization to respond on your behalf. However, It is hard to find the responsible person from the team, but this is a safe practice. To manage the Exchange mailbox you need Exchange Admin Center (ECA) or Powershell.
Before starting with the Delegate Office 365 mailbox, let’s see the different permissions supported by the Exchange.
These permissions can come under three different types.
- Full Access: In this permission, you can allow the user only view or edit the mailbox.
- Send As: This permission allows the delegate to directly send the message to the mailbox.
- Send on Behalf: Common as Send As, using this you can send emails from the mailbox. The receiver can see the names of both the delegate’s name and the principal’s name.
Let’s get back to the question and Understand mailbox delegation in Office 365 since it is essential for the organization’s collaboration and the productivity of the team.
Read More: How to Delegate Access in Outlook 365
What is Mailbox Delegation in Office 365?
Delegation Mailbox in Microsoft Office 365 allows the user permission to access mailboxes. Specific permissions are required for this purpose which are provided by the manager or admin. Delegates have the right to edit, view, and respond to emails present in that mailbox based on the permission granted. The main purpose of creating the delegate mailbox is to maintain the workflow of the organization.
The response for the meeting on the admin’s behalf can be done by the delegate. If the admin is not available, someone needs to handle the mailbox on behalf of the admin for smooth working. However, the delegate mailbox is mostly used for sales teams, accounting teams, customer support teams, and so on. By default, at the time of the creation of delegates, the delegates have full access to mail and the calendar. However, if you want to Delegate Office 365 mailbox you need to set the mailbox permissions first.
Setting Up of Mailbox Permissions in Office 365
Firstly you need to decide the role & action of the user to set the permission. Choose the user who is reliable for that delegation. However, you can gain access to read emails, send emails on behalf of someone, and send emails by using a mailbox. You have the admin credential to set these permissions.
The steps to set the mailbox permission in Office 365 are:
Step 1. First, Sign in to the Microsoft Office 365 Admin Center with the help of your admin credentials IDs.
Step 2. From Select User Option go to the “Active User”.
Step 3. A list of users appears from where you need to select a user to whom you want to make a delegate user.
Step 4. Click on the “mail settings” and “expand” it.
Step 5. Go to the “Mail Permission” option and then Click on the “Edit” button.
Step 6. From Mail Permissions settings, Add and modify the users and provide them with different access.
Step 7. Click on the add permissions and then press “OK” to save the changes.
From these steps, you can set the permission for the delegate in Office 365.
In context with the query i.e. what is mailbox delegation in Office 365 let’s know more about accessing another person’s mailbox.
If you want to create a shared mail you can go for this content Office 365 shared mailbox vs inactive mailbox.
How to Access Other Person’s Mailbox?
To access another user’s mailbox you need to set permission. There are three ways to access the mailbox of another use. These ways are listed below.’
Let’s elaborate each way Step-by-step.
Way 1. Read from Another Person’s Mailbox
If you want to read the mailbox of another user you need the necessary permission. Let’s discuss the steps to create read emails from another mailbox account.
Step 1. You need to log in to the admin center of Office 365.
Step 2. Go to the “User” and then visit the active user.
Step 3. Select the name of the user whose mailbox you want to read.
Step 4. From the “Mail tab”, click on the Read & manage option.
Step 5. Click on “Add permissions”, then select the name of the users that you want to add to read the email from that mailbox.
Step 6. Click on the Add button.
Note: This permission is known as Full Access permission.
Now for the query delegate Office, 365 mailbox let’s move to the next way.
Way 2. Send Emails from Another Person’s Mailbox
This way allows you to send the emails from another person’s mailbox. The receiver gets the address of another person. Here are the steps for creating the same.
Step 1. First, Sign in to the admin center with a valid credential.
Step 2. Navigate to the User option and then Go to the Active Users page.
Step 3. Select the name of the user to whom you want to delegate and open the mail tab.
Step 4. From the “Mail tab”, Click on “Send as” permissions.
Step 5. Click on Add permissions, then select the name of the person to send as.
Step 6. Click on the Add button.
Way 3. Sending Emails on Behalf of Other Persons
In this way, the recipient gets the name of the principal user and the other user also to whom behalf mail is sent. Let us focus on the steps to create the behalf permission.
Step 1. First, log in to the Admin Center of Microsoft 365.
Step 2. Go to the User and then open the Active Users page.
Step 3. Select the name of the user to whom you want to delegate and open the mail tab.
Step 4. Through the Mail tab, Click on Send on behalf permissions.
Step 5. Press the Add Permissions button, then select the name.
Step 6. Click on the Add button.
These are the ways to create different permissions to delegate Office 365 mailbox. Since the permission is set. You may use the Outlook application or Outlook Web to access another user’s mailbox.
The above ways are for the use of the Administrator who creates the permission. Now let’s focus on the way how these permissions are added by the user
Guidelines for the Delegator
To Read from another person’s mailbox.
The following steps are taken for the same.
Step 1. Open the Outlook and sign in to the account.
Step 2. Open the files and then the account settings.
Step 3. Go to the Email tab, click on change, and then more settings.
Step 4. Under the section open these additional mailboxes, add the person’s name to whom the mailbox you need to access.
Step 5. Click on the ok button and restart the outlook
To Send & Send on behalf emails from another person’s mailbox
For both, you need to follow these given steps.
Step 1. You need to Open a new email message from the outlook after login.
Step 2. Click on the “From” present above the “To” line and select another mailbox.
Step 3. Enter the email address on behalf of, you who want to send an email after composing it.
Hope now you have some sort of idea about what is mailbox delegation in Office 365.
If your employee leaves the organization with whom you shared your mailbox & make a delegator to the same user. So are you looking for a solution to move your data from one of the old user mailboxes to a new user mailbox with the help of any automated tool? You can make use of Migrator Wizard Office 365 Migration Tool which is reliable and automated for migration.
Wrapping Up
Microsoft Office 365 delegate mailbox is beneficial and used for many purposes. Additionally, it comprises many benefits including Keeping the necessary emails organized, giving everyone an easy way of reaching you, and also helping to increase response and production. Moreover, you can follow the instructions listed in the article. Hope this article resolves the query i.e. what is mailbox delegation in Office 365?