Understanding Mailbox Delegation in Microsoft 365: A Guide for End Users

Mailbox delegation lets users grant others permission to access and manage their email. It’s helpful when assistants or team members need to manage a colleague's email or calendar. There are three main types of delegation in Microsoft 365:

1. Read and Manage Permissions

This permission allows a user to access and manage the mailbox, but they cannot send emails as the mailbox owner.

Use case: Ideal for when someone needs to view and organize emails, but not send them as the mailbox owner.

2. Send As Permissions

A user with Send As permissions can send emails that appear as if they come directly from the mailbox owner. The recipient will see the email as being sent from the shared mailbox.

Use case: Useful when an assistant or team member needs to send emails as if they’re coming from the mailbox owner.

3. Send on Behalf Of Permissions

A user with Send on Behalf Of permissions can send emails on behalf of the mailbox owner. The recipient will see "User Name on behalf of Owner Name" in the sender field.

Use case: Ideal when someone needs to send emails on behalf of the owner, and the "on behalf of" distinction is important for transparency.

Key Differences

Approval Required

For all types of mailbox delegation, the mailbox owner must approve the request. This ensures that the owner has control over who can access and manage their mailbox.

Conclusion

Mailbox delegation offers flexibility in managing email and calendar tasks. Understanding the differences between Read and Manage, Send As, and Send on Behalf Of helps ensure the right permissions are set for each user. Don't forget—delegation requires the mailbox owner's approval to take effect.

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