Best Practices - Using Shared Mailboxes Wisely

There are two basic categories of Office 365 mailboxes used by the University:

  • Individual mailbox (assigned to a specific person)
  • Shared mailbox (assigned to a department or other group)
    • Can represent a department (e.g. Office of the Provost)
    • Can represent a project or program (e.g. Summer Pre-College Programs)


Delegate Access & Sharing

Below are common tasks related to using delegate and shared access in Outlook for Windows.

  • Sharing a mail folder (or calendar) allows someone access to that folder. You specify the level of access, from read-only up through full create/edit/delete privileges.
  • Delegate access lets someone act "on behalf of" you. When you grant delegate access, messages or calendar event invitations will come from an address in this format: Annie Assistant on behalf of Maria Manager. You can grant Delegate access with any level of sharing (or with no sharing at all).
  • Send As rights allow someone to send messages, replies, and calendar event invitations in the persona of that person. This is most commonly used with Shared Mailboxes. For example, Annie Assistant could send a message that comes from "Office of Provost Mailbox" rather than your own email address. 

Recommendation - We recommend that you only grant Editor permissions to one (1) delegate. This allows you to efficiently track when and how a meeting was processed. Considering the fact that a delegate may use multiple devices to access your data, having multiple delegates with Editor permissions can make it very difficult to determine why meetings are missing or out of date.  If more than 1 delegate is needed, then only 1 person should actively be managing the account at a time to minimize confusion.

As the person who wants to give access, how do I...

As the person who now has access to someone else's information, how do I...


Article ID: 35062
Thu 8/10/17 11:02 AM
Tue 1/12/21 10:29 AM