Exchange Server 2010 : Configuring Mailbox Delivery Restrictions, Permissions, and Storage Limits (part 2) - Permitting Others to Access a Mailbox

Permitting Others to Access a Mailbox

Occasionally, users need to access someone else's mailbox, and in certain situations, you should allow this. For example, if John is Susan's manager and Susan is going on vacation, John might need access to her mailbox while she's away. Another situation in which someone might need access to another mailbox is when you've set up special-purpose mailboxes, such as a mailbox for [email protected] or a mailbox for [email protected].

You can grant permissions for a mailbox in two ways:

If you want to grant access to a mailbox and its contents but not grant Send As permissions, use the Manage Full Access Permission Wizard. In the Exchange Management Console, right-click the mailbox you want to work with and then select Manage Full Access Permission. In the Manage Full Access Permission Wizard, click Add, and then use the Select User Or Group dialog box to choose the user or users who should have access to the mailbox. To revoke the authority to access the mailbox, select an existing user name in the Security Principal list box and then click Remove. Click Manage to set the desired access permissions.

If you want to grant Send As permissions, use the Manage Send As Permission Wizard. In the Exchange Management Console, right-click the mailbox you want to work with and then select Manage Send As Permission. In the Manage Send As Permission Wizard, click Add, and then use the Select Recipient dialog box to choose the user or users who should have this permission. To revoke this permission, select an existing user name in the Security Principal list box and then click Remove. Click Manage to set the desired Send As permissions.

In the Exchange Management Shell, you can use the Add-MailboxPermission and Remove-MailboxPermission cmdlets to manage full access permissions. Samples Example 1 and Example 2 show examples of using these cmdlets. In these examples, the AccessRights parameter is set to FullAccess to indicate you are setting full access permissions on the mailbox.

Syntax

Add-MailboxPermission -Identity UserBeingGrantedPermission
 -User UserWhoseMailboxIsBeingConfigured -AccessRights 'FullAccess'


Usage

Add-MailboxPermission -Identity
'CN=Jerry Orman,OU=Engineering,DC=cpandl,DC=com'
-User 'CPANDL\boba' -AccessRights 'FullAccess'

Syntax

Remove-MailboxPermission -Identity 'UserBeingGrantedPermission'
 -User 'UserWhoseMailboxIsBeingConfigured' -AccessRights 'FullAccess'
-InheritanceType 'All'


Usage

Remove-MailboxPermission -Identity 'CN=Jerry Orman,
OU=Engineering,DC=cpandl,DC=com'
 -User 'CPANDL\boba' -AccessRights 'FullAccess' -InheritanceType 'All'

If you want to allow another user to send messages as the mailbox owner, you can do this using the Manage Send As Permission Wizard. In the Exchange Management Console, right-click the mailbox you want to work with and then select Manage Send As Permission. In the Manage Send As Permission Wizard, click Add, and then use the Select User Or Group dialog box to choose the user or users who should have Send As permission on the mailbox. To revoke Send As permission, select an existing user name in the Security Principal list box and then click Remove. Click Manage to set the desired access permissions.

In the Exchange Management Shell, you can use the Add-ADPermission and Remove-ADPermission cmdlets to manage Send As permissions. Samples Example 3Example 4 show examples using these cmdlets. In these examples, the ExtendedRights parameter is set to Send-As to indicate you are setting Send As permissions on the mailbox. and

Syntax

Add-ADPermission -Identity UserBeingGrantedPermission
-User UserWhoseMailboxIsBeingConfigured -ExtendedRights 'Send-As'


Usage

Add-ADPermission -Identity 'CN=Jerry
Orman,OU=Engineering,DC=cpandl,DC=com'
-User 'CPANDL\boba' -ExtendedRights  'Send-As'

Syntax

Remove-ADPermission -Identity UserBeingRevokedPermission
-User UserWhoseMailboxIsBeingConfigured -ExtendedRights 'Send-As'
-InheritanceType 'All' -ChildObjectTypes $null
-InheritedObjectType $null -Properties $null


Usage

Remove-ADPermission -Identity 'CN=Jerry
Orman,OU=Engineering, DC=cpandl,DC=com'
 -User 'CPANDL\boba' -ExtendedRights 'Send-As' -InheritanceType 'All'
-ChildObjectTypes $null -InheritedObjectTypes $null
-Properties $null

Forwarding E-Mail to a New Address

Except when rights management prevents it, any messages sent to a user's mailbox can be forwarded to another recipient. This recipient can be another user or a mail-enabled contact. You can also specify that messages should be delivered to both the forwarding address and the current mailbox.

To configure mail forwarding, follow these steps:

1. Open the Properties dialog box for the mailbox-enabled user account by double-clicking the user name in the Exchange Management Console.

2. On the Mail Flow Settings tab, double-click Delivery Options.

3. To remove forwarding, in the Forwarding Address panel, clear the Forward To check box.

4. To add forwarding, select the Forward To check box and then click Browse. Use the Select Recipient dialog box to choose the alternate recipient.

5. If messages should go to both the alternate recipient and the current mailbox owner, select the Deliver Messages To Both Forwarding Address And Mailbox check box. (See Figure 3.) Click OK.

Figure 3. Using the Delivery Options dialog box, you can specify alternate recipients for mailboxes and deliver mail to the current mailbox as well.