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How to Manage Microsoft 365 Shared Mailbox Permissions
Question details
The user needs to understand how Microsoft 365 shared mailbox permissions function and how to correctly configure sending rights.
- Product
- Microsoft 365 Exchange
- Device & OS
- not provided
- Scenario
- Configuring delegated access and sending permissions for a shared team mailbox.
- Observed behavior
- Users require specific permissions like 'Send As' or 'Send on Behalf' to send emails from a shared address, as 'Full Access' only allows reading and managing the inbox.
Ensure you have administrator access to the Microsoft 365 admin center or Exchange admin center before attempting to modify mailbox permissions.
Configure Mailbox Permissions in the Microsoft 365 Admin Center
Use the Microsoft 365 admin center to grant Full Access, Send As, or Send on Behalf permissions to specific users.
Understanding the difference between permissions is crucial for shared mailboxes. 'Full Access' lets a user open and manage the shared mailbox but does not grant sending rights. 'Send As' makes messages appear to come directly from the shared mailbox, while 'Send on Behalf' displays the user's name alongside the shared mailbox address.
Navigate to the Microsoft 365 admin center and log in using your administrator credentials.
In the left-hand navigation menu, expand 'Teams & groups' and select 'Shared mailboxes'.
Click on the specific shared mailbox you want to edit. A properties pane will open on the right side of the screen.
Under the 'Mailbox permissions' section, select 'Edit' next to 'Read and manage' (Full Access), 'Send as', or 'Send on behalf' depending on what the user needs.
Click 'Add members', search for the users you want to grant permissions to, select them, and save your changes.
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Frequently Asked Questions
Can 'Full Access' users automatically send emails from the shared mailbox?
No, 'Full Access' only allows users to open and manage the emails within the shared mailbox. To send emails from that address, the user must also be specifically granted 'Send As' or 'Send on Behalf' permissions.
What is the difference between 'Send As' and 'Send on Behalf'?
'Send As' makes the outgoing message appear as if it was sent directly by the shared mailbox (e.g., Support@company.com). 'Send on Behalf' shows both the sender's name and the shared mailbox name (e.g., John Doe on behalf of Support).
Can I prevent users from sending from their personal address while viewing a shared mailbox?
Microsoft 365 does not provide a simple global setting that completely hides a user's personal address while retaining normal shared mailbox access. Users must manually select the appropriate 'From' address in their email client before sending a message.
Why isn't 'Send As' working in my Outlook desktop app?
For 'Send As' and 'Send on Behalf' to function correctly in the Outlook desktop client, the shared mailbox usually needs to remain visible in the Global Address List (GAL) and your offline address book might need time to synchronize.
