- Article
- 9 minutes to read
- Applies to:
- Microsoft 365
Original KB number: 10048
This article explains how to assign access permissions to a user mailbox, to multiple mailboxes, and to individual users in Microsoft 365.
Who is it for?
Microsoft 365 administrators who help set up access permissions for users to open other people's mailboxes.
How does it work?
We'll begin by asking you the task you want to do. Then we'll take you through a series of steps that are specific to your situation.
Estimated time of completion:
10-15 minutes.
Welcome to the guide
Select the scenario that you are trying to configure for your users. Once you select the appropriate scenario below, the step-by-step instructions will be provided.
- I need to access somebody else’s mailbox.
- Set up permissions to access multiple mailboxes.
Which Microsoft 365 plan do you use
Select the plan that your organization subscribes to in Microsoft 365.
Not sure which Microsoft 365 plan your organization uses? Go to https://portal.microsoftonline.com and login using your Microsoft 365 administrator credentials.
Small Business
If you see the below administrative interface, then you are using the Small Business plan.
Enterprise | Midsize | Education
If you see the below administrative interface, then you are using the Enterprise/Midsize or Education plan.
How do I access the mailbox (Small Business)
Use the Exchange Admin Center (EAC) to assign permissions
The following procedure shows how to assign full permissions to a user mailbox:
Before you begin, sign in to the Exchange admin center (EAC) at https://outlook.office365.com/ecp/ using your Microsoft 365 tenant administrator credentials. As a Microsoft 365 Small Business admin, you need to access EAC by using the direct URL. The Microsoft 365 Small Business Microsoft Online Portal does not have an option to access EAC.
In the EAC, navigate to Recipients > Mailboxes.
(Video) 23. Assign Full Access Permission on Other Mailboxes in Exchange Online | Microsoft 365In the list of mailboxes, select the mailbox that you want to assign permissions for, and then select Edit
.On the mailbox properties page, select Mailbox Delegation.
To assign permissions to delegates, select Add
under Full Access to display a page that lists all recipients in your Exchange organization that can be assigned the permission. Select the recipients you want, add them to the list, and then select OK. You can also search for a specific recipient by typing the recipient's name in the search box and then selecting Search. To remove a permission for a recipient, under the appropriate permission, select the recipient and then select Remove.Select Save to save your changes.
.
under Full Access to display a page that lists all recipients in your Exchange organization that can be assigned the permission. Select the recipients you want, add them to the list, and then select OK. You can also search for a specific recipient by typing the recipient's name in the search box and then selecting Search
. To remove a permission for a recipient, under the appropriate permission, select the recipient and then select Remove
.How do I access the mailbox
Depending on the email client you choose, the detailed instructions for accessing the mailbox that you have Full Access permissions to are listed below:
Outlook
If you are using Outlook 2013 or Outlook 2010, the mailbox for which you have been granted access automatically display in your folder list. In the example below, Adam Barr has been granted access to the mailbox of Kim Akers. Kim's mailbox displays automatically in Adam's folder list in Outlook 2013.
Note
If you were recently granted access to the mailbox, it may take a few hours for the other user's mailbox to display in your folder list.
Outlook Web App
After you complete this procedure, the person's mailbox for which you have been provided access to will display in your Outlook Web App folder list every time you open Outlook Web App.
Sign in to your mailbox using Outlook Web App.
Right-click Folders in the left navigation pane, and then select Add shared folder.
In the Add shared folder dialog box, type the name of the mailbox that you have been provided access, and select Add.
The mailbox appears in your Outlook Web App folder list.
If you have only been provided access to specific folders in the other user's mailbox, you will only see the folders for which you have been granted access.
If you decide that you no longer want to see the other person's mailbox every time you open Outlook Web App, right-click the folder, and select Remove shared folder.
Did this resolve your issue?
- If yes, congratulations! Your scenario is complete.
- If no, see The issue was not resolved.
How do I access the mailbox (Enterprise, Midsize, Education)
Use the EAC to assign permissions
The following procedure shows how to assign full permissions to a user mailbox:
Before you begin, sign in to the Exchange admin center (EAC) at https://outlook.office365.com/ecp/ using your Microsoft 365 tenant administrator credentials. As a Microsoft 365 admin for Enterprises, Midsize, or Education, you can also access EAC by selecting Admin > Exchange in the Microsoft Online Portal.
In the EAC, navigate to Recipients > Mailboxes.
In the list of mailboxes, select the mailbox that you want to assign permissions for, and then select Edit
.On the mailbox properties page, select Mailbox Delegation.
To assign permissions to delegates, select Add
under Full Access to display a page that lists all recipients in your Exchange organization that can be assigned the permission. Select the recipients you want, add them to the list, and then select OK. You can also search for a specific recipient by typing the recipient's name in the search box and then selecting Search .The Full Access permission allows a delegate to open a user's mailbox and access the contents of the mailbox.
Note
Assigning the Full Access permission doesn't allow the delegate to send email from the mailbox.You have to assign the delegate the Send As or the Send on Behalf permission to send email.
Select Save to save your changes.
How do I access the mailbox
Depending on the email client you choose, the detailed instructions for accessing the mailbox that you have Full Access permissions to are listed below:
Outlook
If you are using Outlook 2013 or Outlook 2010, the mailbox for which you have been granted access automatically display in your folder list. In the example below, Adam Barr has been granted access to the mailbox of Kim Akers. Kim's mailbox displays automatically in Adam's folder list in Outlook 2013.
Note
If you were recently granted access to the mailbox, it may take a few hours for the other user's mailbox to display in your folder list.
Outlook Web App
After you complete this procedure, the person's mailbox for which you have been provided access to will display in your Outlook Web App folder list every time you open Outlook Web App.
Log in to your mailbox using Outlook Web App.
Right-click Folders in the left navigation pane, and then select Add shared folder.
In the Add shared folder dialog box, type the name of the mailbox that you have been provided access, and select Add.
The mailbox appears in your Outlook Web App folder list.
If you decide that you no longer want to see the other person's mailbox every time you open Outlook Web App, right-click the folder, and select Remove shared folder.
Did this resolve your issue?
- If yes, congratulations! Your scenario is complete.
- If no, see The issue was not resolved.
Set up permissions to access multiple mailboxes
You can assign access permissions to multiple mailboxes for the entire mailbox or specific folders in the mailbox. You can also choose to assign access permissions to individual user or group.
Select if you would like permissions to be assigned on the mailbox level (access to all of the mailbox folders) or just specific folders within the mailbox (access only folders specifically shared).
- Entire mailbox
- Specific folders only
How do I access the mailbox (Entire Mailbox)
Assign permissions to the entire mailbox
You may want to perform this procedure as if an administrator in your organization needs to have access to all mailboxes in the organization.
Connect to Exchange Online by using remote PowerShell. For info about how to do this, go to the following Microsoft website:
Connect to Exchange Online PowerShell
Type the following command, and then press Enter:
Get-Mailbox -ResultSize unlimited -Filter {(RecipientTypeDetails -eq 'UserMailbox') -and (Alias -ne 'Admin')} | Add-MailboxPermission -User AdministratorAccount@contoso.com -AccessRights fullaccess -InheritanceType all
After you perform these steps, the specified user will be able to access all user mailboxes in Microsoft 365. The user will be able to view the contents of the mailboxes from either Outlook or Outlook Web App.
For more information, see How to use Windows PowerShell to grant an admin access to all user mailboxes in Microsoft 365.
To assign permissions to a user mailbox, run the following command:
Add-MailboxPermission -Identity ayla@contoso.com -User Ed@contoso.com -AccessRights fullaccess -InheritanceType allThis example assigns the user Ed Full Access permission to Ayla's mailbox.
How do I access the mailbox
You can access user's mailboxes by using Outlook or Outlook Web App. Use the following steps to open the mailboxes for which you have been granted access. Depending on the email client you choose, the detailed instructions for accessing the shared mailbox are listed below:
Outlook
If you are using Outlook 2013 or Outlook 2010, the mailbox for which you have been granted access automatically display in your folder list. In the example below, Adam Barr has been granted access to the mailbox of Kim Akers. Kim's mailbox displays automatically in Adam's folder list in Outlook 2013.
Outlook Web App
After you complete this procedure, the person's mailbox for which you have been provided access to will display in your Outlook Web App folder list every time you open Outlook Web App.
Log in to your mailbox using Outlook Web App.
Right-click Folders in the left navigation pane, and then select Add shared folder.
In the Add shared folder dialog box, type the name of the mailbox that you have been provided access, and select Add.
The mailbox appears in your Outlook Web App folder list.
If you have only been provided access to specific folders in the other user's mailbox, you will only see the folders for which you have been granted access.
If you decide that you no longer want to see the other person's mailbox every time you open Outlook Web App, right-click the folder, and select Remove shared folder.
Did this resolve your issue?
- If yes, congratulations! Your scenario is complete.
- If no, see The issue was not resolved.
Assign access to specific folders in a user's mailbox
This example assigns permissions for a user to access specific folders in another user's mailbox in an Exchange Online or Microsoft 365 environment. Do the following:
Connect to Exchange Online by using remote PowerShell. For more information about how to do this, go to Connect to Exchange Online PowerShell.
Enter a command using the following syntax to assign access permissions to the specific folder:
Add-MailboxFolderPermission -Identity <SMTP address or alias of recipient> : <Folder path>-AccessRights <Permission you want to grant the recipient> -User <SMTP address or alias of recipient to be granted access>This example assigns permissions for Ed to access Ayla's Marketing mailbox folder and applies the Owner role to Ed's access of that folder.
Add-MailboxFolderPermission -Identity ayla@contoso.com:\Marketing -User Ed@contoso.com -AccessRights Owner
For more information, see Add-MailboxFolderPermission.
Did this resolve your issue?
- If yes, congratulations! Your scenario is complete.
- If no, see The issue was not resolved.
The issue was not resolved
Sorry, we couldn't resolve your issue with this guide. Provide feedback on this walkthrough, and then use the resources below to continue troubleshooting.
Visit the Microsoft 365 Community for self-help support. Do one of the following:
- Use search to find a solution to your issue.
- Use the Help Center or the Troubleshooting tool that are both available from the top of every community page.
- Sign in with your Microsoft 365 admin credentials, and then post a question to the community.
FAQs
How do I view another user's mailbox in Exchange Admin? ›
Sign in to your mailbox using Outlook Web App. Right-click Folders in the left navigation pane, and then select Add shared folder. In the Add shared folder dialog box, type the name of the mailbox that you have been provided access, and select Add. The mailbox appears in your Outlook Web App folder list.
How do I access a shared Exchange mailbox? ›To access a shared mailbox, users must first be granted Send As or Full Access permissions to the mailbox. Once that's done, users sign into their own mailboxes and then access the shared mailbox by adding it to their Outlook profile.
Can Exchange Admin see emails? ›Hello KennedySap, I am glad to help you here. The short answer for your concern is Yes, in Microsoft 365, Global admins have access to all the emails sent/received generated with tenant mailboxes.
How do you check what mailboxes a user has access to? ›Use the Get-MailboxPermission cmdlet to get a list of permissions assigned to a mailbox. Previously, we showed how to manage mailboxes and folders permissions in Exchange/Microsoft 365. Open a PowerShell console and connect remotely to your on-premises Exchange Server or Microsoft 365 (Exchange Online).
How do I see all mailboxes in Exchange? ›- Step 1: Run the New-ComplianceSearch cmdlet to search all mailboxes.
- (Optional) Step 2: Verify the number of source mailboxes in the compliance search.
- Step 3: Run the script to create an In-Place eDiscovery search from the Compliance Search.
- Step 4: Start the In-Place eDiscovery search.
On the Outlook on the web navigation bar, click your name. A list appears. Click Open another mailbox. Type the email address of the other mailbox that you want to open, and then click Open.
How do you access other inboxes in Outlook app? ›- Sign in to your account in Outlook Web App.
- On the Outlook Web App navigation bar, select your name. A list appears.
- Select Open another mailbox.
- Type the email address of the other mailbox that you want to open and then select Open.
- Using your email address to send messages. ...
- Collecting your credentials using phishing campaigns. ...
- Accessing your accounts online. ...
- Stealing financial details. ...
- Accessing Personally Identifiable Information (PII) ...
- Stealing your identity. ...
- Staying safe from cybercrime schemes.
It is possible that your email profile is corrupt or damaged, preventing you from accessing the Shared Mailbox. In such a case, you may try recreating a new profile and setup your email account. The Autodiscover service may map the Shared Mailbox to your user account.
How do I log into a shared mailbox 365? ›Accessing Shared Mailboxes in the Office 365 Online Portal
From the My Accounts menu, click on the Open another mailbox... option. The Open another mailbox window will appear. Enter in the email address associated with the shared mailbox and click on Open.
How do I get access to a shared folder? ›
- Press and hold (or right-click) the shared folder.
- Select Properties, and then select Advanced Sharing on the Sharing tab.
- Select Permissions, check Allow for Full Control of Everyone, and then press Enter.
- Select OK on the Advanced Sharing dialog box.
An employer is entitled to view your emails on the work email system, especially if you are using an email address that was assigned to you by your workplace. Some workplaces may have a policy that states the employer can access all email traffic on their system.
Can your boss read your Outlook emails? ›Work Email Isn't Private
Emails sent or received through a company email account are generally not considered private. Employers are free to monitor these communications, as long as there's a valid business purpose for doing so.
An Exchange server administrator sets up and manages a Microsoft Exchange server. They help in setting up user accounts and mailboxes along with backup, security and restoring files.
Can I look inside someone's mailbox? ›Is it a federal crime to open someone else's mail? The short answer is “yes.” Opening or destroying mail that is addressed to someone else is a crime called “Obstruction of Correspondence.” It is a serious felony that could lead to prison time.
How to get a list of shared mailboxes a user has access to? ›You can get a list of shared mailboxes permissions using the Get-Mailbox -RecipientTypeDetails SharedMailbox -ResultSize:Unlimited | Get-MailboxPermission command. However, you will probably want to get rid of all “NT AUTHORITY” records by piping the output using Where-Object {($_. user -like '*@*')}.
What is the difference between shared mailbox and user mailbox? ›The main difference between a shared mailbox vs. a user mailbox is that multiple people can use and respond from the shared mailbox using their own credentials, whereas a mailbox only has one username and password that works for access.
How do I view Exchange public folders? ›- In the Exchange admin center (EAC), navigate to Public folders > Public folder mailboxes.
- In Exchange Online PowerShell, use the *-Mailbox set of cmdlets.
- Start Outlook.
- On the File tab, click Account Settings, and then click Account Settings.
- On the E-mail tab, double-click your Microsoft Exchange account.
- In the Change Account dialog box, drag the Mail to keep offline slider to the desired number of months or to All to synchronize all email messages.
Shared mailboxes are free and any user can have complete access to an unlimited number of shared mailboxes, but each shared inbox has a data storage limit of 50GB. You can't log into a shared mailbox directly using Outlook or Outlook Web App (OWA): you must first be granted permissions to the shared mailbox.
How can I open someone else's mail folder in Outlook? ›
- Click File > Open & Export > Other User's Folder. ...
- In the Name box, enter the name of the person who granted you Sharing or Delegate Access permissions, or click Name to select from a list.
- In the Folder type list, click the folder that you want to open.
- STEP 1: Load Microsoft Outlook Desktop for Windows. ...
- STEP 2: Enter The Search Bar Settings Menu Ribbon. ...
- STEP 3: Select “Search Options” From Context Menu. ...
- STEP 4: Select All Mailboxes In The Outlook Options Box.
- Select the Outlook tile.
- Select your account icon in the top right corner of the page.
- Select Open another mailbox….
- Enter the email address associated with the shared mailbox, and then select it from the list.
- Select Open.
Sign in to your primary account in Outlook for iOS or Android. Tap the Add Account button in the left navigation pane, then tap Add a Shared Mailbox. If you have multiple accounts in Outlook Mobile, select the account that has permissions to access the shared mailbox.
How do I access a shared mailbox in Outlook desktop? ›Click the “File” tab at the top left. Click the “+ Add Account” link near the top of the page under Account Information. A new Outlook window will open. After it finishes searching for accounts, type the shared mailbox address and click “Connect”.
Can you link inboxes in Outlook? ›Open Outlook Mail and tap the three dots on the lower right corner. Tap Manage accounts. Tap Link inboxes. Choose the accounts to link and you can optionally give the new linked inbox a name.
How do I view a shared mailbox in Office 365 admin center? ›- Log into Outlook on the web by navigating to outlook.com/owa/camail.harvard.edu or mail.med.harvard.edu for HMS/HSDM.
- Enter your “from” email address and your desktop password.
- Click on the icon in the upper left corner.
- Select 'Open another mailbox...'
Log in to the Microsoft 365 admin center using a global admin or an Exchange admin account. Go to Groups > Shared mailboxes. Click on your shared mailbox.
How do I access a shared mailbox in Office 365 admin center? ›- On the Shared mailboxes page, select + Add a shared mailbox. Enter a name for the shared mailbox. ...
- Select Save changes. ...
- Under Next steps, select Add members to this mailbox. ...
- Select the +Add members button. ...
- Select Close.
- Go to the Exchange admin center.
- Select Recipients > Mailboxes.
- Select the user mailbox. In the Others tab, select Convert to shared mailbox.
- If the mailbox is smaller than 50 GB, you can remove the license from the user, and stop paying for it.
How do I get a list of shared mailboxes members and permissions in Office 365? ›
You can get a list of shared mailboxes permissions using the Get-Mailbox -RecipientTypeDetails SharedMailbox -ResultSize:Unlimited | Get-MailboxPermission command.
How do I access a shared mailbox in Outlook 365 app? ›- Open the Microsoft Outlook app.
- tap on the circle with your Initial in the top left corner.
- Tap the envelope with the plus sign.
- Select Add shared Mailbox .
- Enter the email address of the shared mailbox and tap Add Account.
- You are finished.
Can I access to a shared mailbox with an unlicensed account? To access a shared mailbox, a user must have an Exchange Online license.
What is the difference between Exchange groups and shared mailbox? ›The key difference between these tools lies in the main function of distribution or collaboration. Group emails function as distribution lists for teams, while shared mailboxes serve as an email management platform through which teams can address emails collaboratively.
How do I access a delegated mailbox? ›- Click File > Open & Export > Other User's Folder. ...
- In the Name box, enter the name of the person who granted you Sharing or Delegate Access permissions, or click Name to select from a list.
- In the Folder type list, click the folder that you want to open.
- Bring accountability to the queue. ...
- Record processes and responses outside of the mailbox. ...
- Make folders or labels for your mailbox. ...
- Create boundaries around access. ...
- Look for overarching insights. ...
- Prioritize inbox zero. ...
- End on a positive note.
Leaving a user mailbox active requires an Exchange Online license, but when you convert the mailbox to a shared mailbox, a license is not needed. The advantage of a shared mailbox is that you can give a single user or multiple users access to it.
Can shared mailboxes receive external email? ›A shared mailbox is only for use by people within your organization. People with external email addresses such as Gmail or Yahoo Mail cannot access these special mailboxes. You might have these associated with your organization if you use external agencies or contractors.