Mailbox permissions are controlled in Microsoft 365 by assigning rights to specific users or groups to perform specific tasks. There are three types of permissions that can be assigned:
- Full Access: Allows an individual to open the mailbox and view the contents without having it show in their own mailbox. It does not grant the ability to send as or send on behalf of the mailbox.
- Send As: Allows someone else to send an email as the mailbox owner. This means the email will appear to have been sent by the mailbox owner.
- Send On Behalf: Allows someone else to send an email on behalf of the mailbox owner. This means the email will show the delegate’s name “on behalf of” the mailbox owner.
Managing Mailbox Permissions
You can manage mailbox permissions through the Exchange Admin Center (EAC) or by using PowerShell.
Exchange Admin Center
Here’s an example of how to assign Full Access permissions using the EAC:
- In the EAC, go to the recipients, then click on ‘mailboxes’.
- Select the mailbox you want to grant permissions for, then click on ‘mailbox delegation’.
- Under the ‘Full Access’ section, click on ‘+’, then select the users or groups you want to grant full access to. Click on ‘add’, then ‘ok’.
- Click on ‘save’ to apply the changes.
PowerShell
To gain further control and automate tasks, PowerShell commands can be used. Here’s an example of how to assign Full Access permissions using PowerShell:
Powershell
Add-MailboxPermission -Identity “mailbox” -User “user” -AccessRights FullAccess -InheritanceType All
Here, “mailbox” is the identity of the mailbox you want to work with, and “user” is the identity of the user or group you’re granting permissions to.
Managing Delegation
In addition to managing permissions, it’s important to understand delegation. Delegation allows a mailbox owner to grant a delegate access to their mailbox. A delegate can send emails and respond to meeting requests on behalf of the mailbox owner.
Delegating Access
Here’s how to grant delegate access using Outlook:
- Go to ‘File’, then ‘Account settings’ and select ‘delegate access’.
- Click on ‘add’, then select the user you want to delegate access to and click on ‘add’, then ‘ok’.
- In the ‘delegate permissions’ dialog box, you select the appropriate level of access for each Outlook folder if you want to grant custom permissions. If the ‘delegate can see my private items’ option is selected, the delegate can access all items in your mailbox.
- Click on ‘ok’.
With the proper understanding of mailbox permissions and delegation, individuals will be well-equipped to manage mailboxes in Microsoft 365 securely and efficiently in their work. These are key concepts that will also aid significantly in preparation for the MS-203 Microsoft 365 Messaging exam.
Practice Test
True or False: In Microsoft 365, Full Access permissions allow someone else to open and use your mailbox, folders, and its contents.
- True
- False
Answer: True.
Explanation: Full access permissions let a user log into the user’s mailbox and do anything except send email.
When you assign the Full Access permission to an user in Exchange server, he can reply to emails on your (the owner’s) behalf.
- True
- False
Answer: False.
Explanation: Full Access permission does not give Send on Behalf permission. Those are two separate permissions.
To delegate mailbox permissions to another user, you need to have the necessary administrative rights.
- True
- False
Answer: True.
Explanation: You must have the necessary administrative rights to delegate access to another user. Regular users do not have this ability.
Which of the following permissions allows a user to send email messages on behalf of another user’s mailbox?
- a) Full Access
- b) Send As
- c) Send on Behalf
- d) Sender permissions
Answer: b) Send As and c) Send on Behalf
Explanation: Both ‘Send As’ and ‘Send on Behalf’ permissions allows a user to send email messages as if they were the mailbox owner.
True or False: ‘Send on Behalf’ and ‘Send As’ permissions are automatically granted when ‘Full Access’ permission is given.
- True
- False
Answer: False.
Explanation: ‘Send on Behalf’ and ‘Send As’ are distinct permissions and are not granted automatically with ‘Full Access’.
Which of the following roles can manage mailbox permissions in an Exchange Server environment?
- a) Mailbox user
- b) Administrator
- c) Password administrator
- d) Service support admin
Answer: b) Administrator.
Explanation: Administrators have the necessary rights to manage mailbox permissions in an Exchange Server environment.
True or False: In Microsoft 365, delegated mailbox permissions can be set through Exchange Admin Center(EAC).
- True
- False
Answer: True.
Explanation: The Exchange Admin Center can be used to delegate mailbox permissions.
The ‘Send As’ permission in Microsoft 365:
- a) Allows you to send email from the mailbox
- b) Allows you to read email in the mailbox
- c) Shows your name in the ‘From’ field
- d) Shows the mailbox owner’s name in the ‘From’ field
Answer: a) Allows you to send email from the mailbox and d) Shows the mailbox owner’s name in the ‘From’ field.
Explanation: The ‘Send As’ permission allows someone to send mail as the mailbox owner and the mail appears as if it was sent by the mailbox owner.
True or False: The ‘Send on Behalf’ permission shows your name as ‘sent on behalf of’ the mailbox owner.
- True
- False
Answer: True.
Explanation: With the ‘Send on Behalf’ permission, email sent will show your name as ‘sent on behalf of’ the original mailbox owner’s name.
Who can delegate the Full Access permission?
- a) Only an Office 365 global admin
- b) The mailbox owner
- c) Any user in the organization
- d) Both Office 365 global admin and the mailbox owner
Answer: d) Both Office 365 global admin and the mailbox owner.
Explanation: Only the mailbox owner or an Office 365 global admin can assign the Full Access permission to users.
Interview Questions
What is the primary function of mailbox permissions in Microsoft 365?
Mailbox permissions in Microsoft 365 allow the account owner to grant access permissions to other users for specific tasks, such as reading and deleting messages, creating and responding to meeting requests, etc.
What are the types of mailbox permissions available in Microsoft 365?
The types of mailbox permissions in Microsoft 365 include Full Access, Send As, and Send on Behalf.
How does “Full Access” permission work in Microsoft 365?
The “Full Access” permission allows a delegate to open the mailbox as well as create and modify items in it.
What is the function of the “Send As” permission in Microsoft 365?
The “Send As” permission allows another user to send mail as the mailbox owner.
Can a delegate access and manage another user’s calendar in Microsoft 365?
Yes, a delegate can have permissions to access and manage another user’s calendar in Microsoft 365.
What is the importance of “Send on Behalf” permission in Microsoft 365?
The “Send on Behalf” permission lets a delegate send mail on behalf of the mailbox owner. The recipients will be informed that the email was sent by the delegate on behalf of the mailbox owner.
How can a user grant delegate access in Microsoft 365?
A user can grant delegate access by going to ‘Mailbox settings’ -> ‘Permissions’, then adding the user and setting their permission level.
What is the purpose of mailbox delegation in Microsoft 365?
Mailbox delegation allows a user to grant a delegate access to their mailbox. The delegate can then read and manage the owner’s emails, calendar, and contacts on their behalf.
Can I remove a delegate access in Microsoft 365?
Yes, you can remove delegate access in Microsoft 365 by going to ‘Mailbox settings’ -> ‘Permissions’, select the delegate and then press the ‘Remove’ button.
What happens when a user has both “Send As” and “Send on Behalf” permissions in Microsoft 365?
If a user has both “Send As” and “Send on Behalf” permissions, “Send As” permission will take precedence when it comes to sending mail.
Can the delegate edit the mailbox owner’s existing email in Microsoft 365?
If the delegate has “Full Access” permission, they can modify or delete anything in the mailbox owner’s account.
How can you check the permissions for a mailbox in Microsoft 365?
You can check the permissions for a mailbox in Microsoft 365 by using the “Get-MailboxPermission” cmdlet in Exchange Online PowerShell.
Can meeting requests be managed by a delegate in Microsoft 365?
Yes, a delegate can manage meeting requests on behalf of the mailbox owner in Microsoft 365 if the delegate has been granted the appropriate permissions.
How many delegates can a single mailbox have in Microsoft 365?
In Microsoft 365, a single mailbox can have up to 25 delegates.
What are the different levels of delegation in Microsoft 365?
The levels of delegation in Microsoft 365 include Editor, Author, and Reviewer. An Editor can read, create, and modify items; an Author can read and create items; a Reviewer can only read items.
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