[KB] Office 365 mailbox delegation - 1

In Exchange Online you can grant permission on any user's mailbox to other users to enable them to access the mailbox (the Full Access permission), or send email messages that appear to come from the mailbox (the Send As or Send on Behalf permissions). The users who are assigned these permissions on other mailboxes are called delegates.

This article will explain how to grant permissions to users on other users' mailboxes, generate a report on all mailbox delegates.

Reports on mailbox delegates

O365 Manager Plus provides a detailed report called Mailboxes with Delegates, which provides a list of all mailboxes that have been delegated to users, with details on the permissions assigned, mailbox type, and more.

Steps to generate the Mailboxes with Delegates report

1. Go to the Reports tab.

2. Select Mailbox Reports under Exchange Online category from the left pane.

3. You can find Mailboxes with Delegates report under the Account Status Reports .

Note: You can schedule, email, and export the report in PDF, CSV, HTML, or XLS format.

Manage mailbox delegates

Using O365 Manager Plus' simple and powerful GUI, you can add, remove, or modify mailbox permissions for multiple users, on multiple mailboxes, at once.

Steps to delegate mailbox permissions

1. Go to the Management tab.

2. Select Mailbox Management under Exchange Online from the left pane.

3. Choose Mailbox Delegation under Exchange Mailbox Limit category.

4. In the Mailbox Delegation page, choose the permissions you wish to manage (Send As, Send on Behalf, or full access), choose whether you want to add or remove those permissions, and using + icon select the users to whom the permissions must be provided or removed. [Refer the image below]

5. In the Find Mailboxes to Modify section, enter the names of mailboxes manually, or use the CSV Import option to upload the list of mailboxes that must be delegated.

6. Click Apply . You will now be able to see the summary of the action performed. This can be emailed or exported in different formats such as PDF, HTML, CSV, or XLS.

With mailbox delegation made much easier, it is important that you can keep track of such actions. The Mailbox Permission Changes report lists all the permission changes to mailboxes. It provides up-to-date details on who changed which permission on which mailbox.

Steps to generate Mailbox Permission Changes Report

1. Go to the Reports tab.

2. Choose Security Reports under Other Services category from the left pane.

3. You can find Mailbox Permission Changes report under Admin Activities Reports .

Next week I'll explain how to audit the activities of mailbox delegates using O365 Manager Plus. Click here to know more about other features of O365 Manager Plus.