How to enable 'send as' in Outlook (Office 365 email)

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  1. Posts : 31
    Windows 10 Pro
       #1

    How to enable 'send as' in Outlook (Office 365 email)


    I know this is predominantly a Windows forum but given it's all MS, the 365 forum is pants and you guys are constantly so helpful I thought i'd give it a shot here.

    We've got a main [email protected] email address (which is actually just my own as the boss, not currently a shared mailbox), then a few [email protected] addresses for individual staff members. Email is through 365 but we all use Outlook desktop as opposed to the webby version (well, 99% of the time anyway).

    I want to grant the various staff members permission to be able to 'send as' [email protected] without actually sharing the whole [email protected] mailbox. Can that be done? If so, can somebody point me in the right direction or spell it out in layman's terms please? Feel like i'm going round in circles when it's probably very easy to achieve.
    Last edited by DorseyUK; 28 Nov 2015 at 08:10.
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  2. Kari's Avatar
    Posts : 17,160
    Windows 10 Pro
       #2

    Create a shared mailbox in O365 admin panel if not already created:

    How to enable 'send as' in Outlook (Office 365 email)-2015_11_27_13_19_171.png
    (Click to enlarge.)

    When done, add members by selecting the mailbox and selecting Edit members on the right pane (#1). When members have been correctly added / removed, select Edit more properties (#2):
    How to enable 'send as' in Outlook (Office 365 email)-2015_11_27_13_32_402.png

    Select Mailbox delegation, remove the user you don't want to give access to the mailbox from Full Access, leave the user in Send As:

    How to enable 'send as' in Outlook (Office 365 email)-2015_11_27_13_33_583.png

    Save the settings.

    That's it. The user gets a notification about missing permissions when trying to open the mailbox, but can still send using the shared mailbox name:

    How to enable 'send as' in Outlook (Office 365 email)-2015_11_27_13_53_574.png
    Kari
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  3. Posts : 31
    Windows 10 Pro
    Thread Starter
       #3

    Ok great, thanks - I can live with them getting a warning msg.

    Can I then grant them access to individual folders within my folder structure? So for example, i've got a folder called Clients then 100 different subfolders. Can I grant employee A access only to client folders 3, 27 & 59?
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  4. Kari's Avatar
    Posts : 17,160
    Windows 10 Pro
       #4

    If you mean within a shared mailbox, no. The mailbox delegation is done as whole entity, you either grant access to a shared mailbox or not.
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  5. Posts : 31
    Windows 10 Pro
    Thread Starter
       #5

    Ok, fair enough. Is there any other way I can grant an employee send as permissions whilst only giving them access to certain folders within the mailbox itself?
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  6. Kari's Avatar
    Posts : 17,160
    Windows 10 Pro
       #6

    No. You either grant or deny full access to the whole mailbox. Send As is separated from this setting, so a user does not need full access to send. However, if a user has full access granted, that's what he/she gets: a total full access to the whole shared mailbox.
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  7. Posts : 31
    Windows 10 Pro
    Thread Starter
       #7

    Ok, no problem. A couple of weeks back I was able to share a folder within the [email protected] structure with [email protected] without granting them full access (no idea quite how I did it actually) so I was just hoping to bolt-on the 'send as' permission for want of a better word.

    For clarity, [email protected] isn't currently a shared mailbox it's mine and i'm happy to keep it that way, just in case it makes any difference.
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  8. Kari's Avatar
    Posts : 17,160
    Windows 10 Pro
       #8

    DorseyUK said:
    For clarity, [email protected] isn't currently a shared mailbox it's mine and i'm happy to keep it that way, just in case it makes any difference.
    It makes a huge difference. You cannot set your own mailbox as a shared mailbox! It's a big NO!

    In Admin panel, select Users > Active Users, select your name, select Edit in right pane. Now select Email addresses. All addresses listed here (primary and other addresses) cannot be used as shared mailbox:

    How to enable 'send as' in Outlook (Office 365 email)-2015_11_27_15_24_161.png

    If you try you will get an error message telling you it cannot be used:

    How to enable 'send as' in Outlook (Office 365 email)-2015_11_27_15_26_442.png

    You must create the shared mailboxes separately, using any of the existing personal mailboxes is out of the question.

    Kari
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  9. Posts : 31
    Windows 10 Pro
    Thread Starter
       #9

    My point is I don't particularly want [email protected] (my) email address to be a shared mailbox, I just want to give others permission to send on my behalf. Is that not possible or in order to send as does it have to be a shared mailbox?
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  10. Kari's Avatar
    Posts : 17,160
    Windows 10 Pro
       #10

    No, it is not possible.

    Users can only send from their own mailboxes, their own email address as a sender, or using a shared mailbox email in what they have been granted either Full Access or Send As rights. They cannot in no circumstances send email from an address assigned to another user.

    What you want to according to your original post can only be achieved by using the shared mailbox feature. It can never in any circumstances be achieved using a personal mailbox.
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