Permission & Access Issues

Can Reviewer Permissions Prevent Deletion in a Shared Mailbox?

Bushra Parveen Oct 22, 2026 868 views

Question details

The user wants to know if assigning Reviewer permissions to a shared mailbox folder can prevent users from deleting messages, specifically from the Deleted Items folder.

Can Reviewer Permissions Prevent Deletion in a Shared Mailbox?

Product: Microsoft 365 / Exchange Online
Device & OS: not provided
Scenario: Managing user permissions, access controls, and email retention policies within a shared mailbox environment.
Observed behavior: Users who have access to the shared mailbox are still able to delete messages from the Deleted Items folder, even after Reviewer permissions are assigned to the folder.

Before you start

Verify that you have administrative access to the Microsoft 365 admin center or Exchange admin center, as changing mailbox types or setting up retention policies requires global or exchange admin privileges.

Solution 1

Understand Shared Mailbox Permission Limitations

Recognize that folder-level Reviewer permissions do not override mailbox-level deletion rights in a standard shared mailbox.

When dealing with standard shared mailboxes in Microsoft 365, assigning Reviewer permissions to a specific folder does not effectively prevent users from deleting messages if they already possess broader access rights. Because shared mailbox access typically grants full read and manage capabilities at the mailbox level, users can still empty or remove items from the Deleted Items folder.

Check current mailbox permissions

Log into the Exchange admin center, navigate to 'Recipients' > 'Mailboxes', and select the shared mailbox to review the mailbox delegation settings (Full Access, Send As, Send on Behalf).

Design Limitation: This behavior is by design in Microsoft Exchange. Folder-level permissions cannot effectively restrict deletions if the user is a delegate with Full Access to the entire mailbox.

Solution 2Recommended

Migrate to a Microsoft 365 Group

Use a Microsoft 365 Group instead of a shared mailbox for better control over user actions, collaboration, and document retention.

Solution 3

Apply a Retention or Compliance Policy

Implement organization-wide retention policies to strictly prevent the permanent deletion of emails across mailboxes.

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Frequently Asked Questions

What exactly does a Reviewer permission do in Outlook?

The Reviewer permission allows a user to read items and folders but does not grant the right to create, modify, or delete items. However, in a shared mailbox scenario where users often have Full Access delegated at the mailbox level, folder-level Reviewer restrictions are overridden.

Can I recover emails deleted from a shared mailbox?

Yes. If the emails were recently deleted, you can often recover them from the 'Recover Deleted Items' folder within Outlook, provided the server's deleted item retention period (usually 14 to 30 days) has not expired.

What is the primary difference between a shared mailbox and a Microsoft 365 Group?

A shared mailbox is primarily used for centralized email and calendar access without requiring a dedicated license. A Microsoft 365 Group, on the other hand, provisions a shared workspace that includes email, conversations, files, and a calendar, offering superior integration with modern tools like Teams and SharePoint.

Document & File Issues