Send As vs Send on Behalf vs Full Access

In this article we will discuss 3 shared mailbox permissions Send As vs Send on Behalf vs Full Access. You will learn the difference between these permissions and how to add shared mailbox permissions.

Watch the video

Watch this video to learn how to assign shared mailbox permissions and how to add a shared mailbox in Outlook or OWA.

What is a shared mailbox

A shared mailbox is a mailbox that multiple users can access and use collaboratively. Users can add a shared mailbox in Outlook client or Outlook Web Access (OWA) and they can read or send emails from shared mailbox, or they can manage the shared mailbox calendar from their Outlook or OWA.

A shared mailbox doesn’t need a license. By default, a shared mailbox has 50GB of storage capacity. But you can increase the storage capacity of the shared mailbox to 100GB by assigning Exchange Online Plan 2 license to the shared mailbox account.

Shared mailbox permissions / Send As vs Send on Behalf vs Full Access

We can add below 3 permissions on a shared mailbox:

Full Access: Granting Full Access permission allows a user to open the shared mailbox and operate it as if they were the owner. With Full Access, a user can create calendar events, read, view, delete, and modify email messages, and create tasks and calendar contacts within the shared mailbox. However, they cannot send emails from the shared mailbox unless they also have Send As or Send on Behalf permissions.

Send As: The Send As permission permits a user to send emails appearing as if they were sent from the shared mailbox. For example, if John accesses the Test shared mailbox and sends an email, it will appear as if it was sent by the Test shared mailbox.

Send on Behalf: The Send on Behalf permission allows a user to send emails on behalf of the shared mailbox, with the sender’s name followed by “on behalf of” the shared mailbox. For instance, if John accesses the Test shared mailbox and sends an email, it will display as “John on behalf of Test”.

Important: To assign Send on Behalf permission, you cannot use the Exchange Admin Center (EAC). You need to use Set-Mailbox cmdlet with the GrantSendonBehalf parameter.

Send As vs Send on Behalf

Send As permission permits a user to send emails appearing as if they were sent from the shared mailbox. For example, if John accesses the Test shared mailbox and sends an email, it will appear as if it was sent by the Test shared mailbox. Whereas, Send on Behalf permission allows a user to send emails on behalf of the shared mailbox, with the sender’s name followed by “on behalf of” the shared mailbox. For instance, if John accesses the Test shared mailbox and sends an email, it will display as “John on behalf of Test”.

Shared mailbox permissions PowerShell commands

To add Full Access permission on a mailbox, please run below command in Exchange Online PowerShell:

Add-MailboxPermission -Identity "Shared Mailbox" -User "Bob Ross" -AccessRights FullAccess -InheritanceType All

The above command will assign Bob Ross the Full Access permission on Shared Mailbox.

To enable automapping with Full Access permission, run below command. Automapping automatically adds the shared mailbox in the user’s Outlook client instead of adding it manually.

Add-MailboxPermission -Identity "Shared Mailbox" -User "Bob Ross" -AccessRights FullAccess -InheritanceType All -AutoMapping $true

To add Send As permission on a shared mailbox, please run below command in Exchange Online PowerShell:

Add-RecipientPermission -Identity "Shared Mailbox" -Trustee "Bob Ross" -AccessRights SendAs

The above command will assign Send As permission to Bob Ross on Shared mailbox.

To add Send on Behalf permission on a shared mailbox, run below command in Exchange Online PowerShell:

Set-Mailbox -Identity "Shared Mailbox" -GrantSendOnBehalfTo "Bob Ross"

The above command will assign Send on Behalf permission to Bob Ross on Shared mailbox.

Conclusion

In this blog you learnt what are Full Access, Send As, and Send on Behalf permissions of a shared mailbox and how to add these permissions using PowerShell commands.

You might like our other articles on How to add shared mailbox in Outlook and OWA, Send email using shared mailbox from Outlook and OWA and Can’t send email when Full Access permission is granted to shared mailbox.

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