Frequently Asked Questions

Shared Accounts

1. Are the types of access for shared email accounts?

Yes.  You have either Full or Folder Access.  

  • Full Access permission allows a user to open the shared mailbox from his/her account and act as the owner of that mailbox. While accessing the shared mailbox, the user can:
    • Create calendar items
    • Read, view, delete, and change email messages
    • Create tasks and calendar contacts

However, a user with Full Access permission can't send email from the shared mailbox unless they also have Send As or Send on Behalf permission.

Note:  Only an O365 administrator can assign Full Access to an individual user.

  • Folder Access, account owners or others with Full Access can:
    • Share folders
    • Calendars
    • Contacts  
    • Assign permissions as necessary

2. Are there multiple sending options?

Yes.  You can either Send As or Send on Behalf.  

  • Send As allows a user to impersonate the shared mailbox when sending mail. For example, if Sally opens the shared mailbox Marketing Department and sends an email, it will look like the Marketing Department sent the email.

Note: Only an O365 administrator can assign Send As permissions for an individual user.

  • Send on Behalf allows a user send email on behalf of the shared mailbox. For example, if John logs into the shared mailbox Reception Building 32 and sends an email, it look like the mail was sent by “John on behalf of Reception Building 32”.

Note: Only an O365 administrator can assign Send On Behalf permissions for an individual user except where noted.

3. What are the most common mail folder permissions assigned?

  • Owner - Create, read, modify, and delete all items and files, and create sub-folders. As the folder owner, you can change the permission levels others have for the folder (Does not apply to delegates.)
  • Reviewer - Read items and files only
  • Editor - Create, read, modify, and delete all items and files

Note: With Editor permissions, a delegate has send-on-behalf-of permission. Sent messages contain both the managers and delegates names. Message recipients see the managers name in the Sent On Behalf Of box and the delegates name in the From box.