To delegate a user rights to shared mailbox in Exchange it pretty easy:
- Surf to https://admin.exchange.microsoft.com
- Click MAILBOXES
- Click on the shared mailbox in question
- Click DELEGATION
- Click the EDIT button on READ AND MANAGE (FULL ACCESS)
- Add the user who wants to access
The problem with adding a delegate through the Exchange portal is the delegated mailbox will “automap” into the users Outlook. If you have a bunch of these delegated shared mailboxes in your Outlook it can get a bit ugly and can certainly slow things down.
Many people just want to be able to surf to the Outlook Web App (OWA) and switch user to see the shared mailbox.
How To Add A Delegate To a Shared Mailbox Without Mapping It To Outlook
Interestingly, delegating someone to have SEND AS or SEND ON BEHALF OF rights, does NOT cause the shared mailbox to map into their Outlook. Mapping only happens with READ AND MANAGE (FULL ACCESS).
If you want to add someone to a shared mailbox but do not want that mailbox to appear in their Outlook, you have to do it through PowerShell:
- Launch a PowerShell as an Administrator
- Enter your credentials when prompted (likely via Internet Explorer)
Add-MailboxPermission -Identity [SharedMailBox] -User [UserWhoWantsAccessToSharedMailBox] -AccessRights FullAccess -AutoMapping $false
- Add-MailboxPermission -Identity firstname.lastname@example.org -User email@example.com -AccessRights FullAccess -AutoMapping $false
NOTE: If you had previously added a delegate, you need to remove them before adding them again, which you can do with this command:
Remove-MailboxPermission -Identity firstname.lastname@example.org -User email@example.com -AccessRights FullAccess