Exchange Connection Problems

How to Access an Employee's Microsoft 365 Mailbox from Multiple Devices

Maira Mehtab Sep 28, 2026 870 views

Question details

A business manager requires access to an employee's Microsoft 365 mailbox from various devices without sharing passwords, ensuring continued access even if the employee leaves the company.

Product: Microsoft 365 / Exchange Online
Device & OS: not provided
Scenario: A manager needs to monitor or access an employee's email account securely across multiple devices.
Observed behavior: The administrator needs to configure separate authentication and persistent mailbox access using proper administrative controls instead of password sharing.

Before you start

Ensure you have Exchange Administrator or Global Administrator privileges in Microsoft 365, and verify that accessing the mailbox complies with your organization's privacy and compliance policies.

Solution 1Recommended

Grant Full Access via Exchange Admin Center

Use mailbox delegation in the Exchange Admin Center to give the manager secure, authenticated access without sharing user passwords.

Delegating access ensures the manager uses their own credentials to access the employee's mailbox, maintaining security and auditability. It also allows seamless access from any device where the manager is signed into their own account.

Log in to Exchange Admin Center

Navigate to the Microsoft 365 admin center, expand the side menu, and open the Exchange admin center.

Locate the Employee Mailbox

Go to the Recipients section, select Mailboxes, and search for the specific employee's mailbox that needs to be accessed.

Configure Mailbox Delegation

Click on the employee's mailbox to open the details pane, navigate to the Mailbox Delegation section, and click to edit the 'Full Access' permissions.

Add the Manager

Add the manager's Microsoft 365 account to the Full Access list and save the changes. The mailbox will automatically map to the manager's Outlook client across their authenticated devices.

Policy Compliance: Always follow company privacy, retention, and offboarding policies. Remember to remove the Full Access permission when it is no longer required.

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Frequently Asked Questions

Can a manager access an employee's mailbox without their password?

Yes, an Exchange or Global Administrator can grant 'Full Access' permissions to the manager via the Exchange Admin Center. The manager then uses their own credentials to securely access the mailbox.

What happens to mailbox access when an employee leaves the company?

If the employee's mailbox is converted to a Shared Mailbox and their license is removed during offboarding, managers with delegated access can still view and search historical emails without requiring an extra license.

Will the employee know if a manager has been granted Full Access?

Microsoft 365 does not automatically notify the employee when Full Access delegation is granted. However, organizations should maintain transparent policies regarding mailbox monitoring, privacy, and auditing.

How long does it take for mailbox delegation to appear in Outlook?

After granting Full Access in the Exchange admin center, it typically takes 15 to 60 minutes for the delegated mailbox to automatically appear (automapping) in the manager's Outlook client.

Outlook & Email Problems