Content:
Navigate to the user mailbox
- In the Cayosoft Web Portal, expand the Active Directory node and select AD Users.
- In the Actions menu, select the required action, for example, review and edit mailbox properties, or enable mailbox.
- Search for the mailbox you want to see properties for.
- Select the checkbox on the left next to the mailbox.
Enable user mailbox
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In the Actions menu for a selected user mailbox, click Enable Mailbox.
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Under Mailbox Type, select either No mailbox, Exchange On-premises, or Exchange Remote.
Note 1: if on-premises Exchange is not configured the options will be No mailbox and Office 365 Mailbox. -
Under Organization, you can enter the additional information if necessary, Country/Region is required.
Note 2: in Hybrid mode, Country/region will be used as the Usage Location value for the new Office 365 user that will also be created. -
Click Create.
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After the confirmation is displayed, click Close.
Disable user mailbox
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In the Actions menu for a selected user mailbox, click Disable Mailbox.
- You can check to disable only the archive mailbox.
Note: If the only archive on the remote mailbox gets disabled, the license isn't removed in this case.
View user mailbox properties
In the Actions menu for a selected user mailbox, click Mailbox and review the user's mailbox properties. For example, you can:
Update user email SMTP addresses
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Select the Email address tab.
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In the Add new email address field enter the new email address suffix then select the target domain name from the drop-down list to the right of the @ symbol.
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Click the + button to add the address to the E-mail addresses list.
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If the new address should become the user's primary e-mail address, under the Primary column, click the check box to the left of the new e-mail address.
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Click Update.
Review mailbox usage and quotas
- Select the Usage tab.
- Review the following settings:
- Last Azure AD logon: This shows the last time a user logged into the shared mailbox using Entra ID (Azure Active Directory). This information helps track mailbox activity and identify potential security concerns.
- Mailbox usage: Indicates the current storage usage of the shared mailbox. It is displayed in Gigabytes (GB), for example, "1.2 GB." This helps in monitoring how much storage the mailbox is consuming.
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Server name: This field shows the name of the server hosting the shared mailbox. Knowing the server name helps administrators locate and manage the mailbox within their network infrastructure.
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Database name: This field displays the name of the database where the shared mailbox is stored. It helps in managing and maintaining the database, ensuring data integrity and performance.
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Location: This specifies the physical or logical location of the mailbox within the organization's infrastructure. It can help in understanding the geographical distribution and management of mailboxes.
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Issue a warning at (GB): This setting defines the storage limit at which the system will issue a warning to the mailbox owner or administrator. It helps in proactive mailbox management by alerting users before the mailbox reaches its full capacity.
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Prohibit send at (GB): This setting specifies the storage limit at which the mailbox will no longer be able to send emails. It ensures that the mailbox does not exceed its allocated storage by preventing further outbound emails.
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Prohibit send and receive at (GB): This setting defines the storage limit at which the mailbox will be prohibited from both sending and receiving emails. It is the final threshold to ensure the mailbox does not exceed its storage capacity, maintaining system performance and reliability.
- Click Update.
Hide a mailbox from address lists
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Select the Mailbox Features tab.
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Check the Hide this mailbox from address lists.
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Click Update.
Enable mailbox auditing
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Click the Mailbox Features tab.
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Check the Enable mailbox auditing option.
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Click Update.
Enable/Disable Outlook web app
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Select the Features tab.
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Set the Enable/Disable option below the Outlook Web App option.
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Click Update.
Enable/Disable ActiveSync
- Select the Features tab
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Set the Enable/Disable option below the ActiveSync option
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Click Update
Enable/Disable MAPI
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Select the Features tab.
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Set the Enable/Disable option below the MAPI option.
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Click Update.
Enable/Disable POP3
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Select the Features tab.
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Set the Enable/Disable option below the POP3 option.
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Click Update.
Enable/Disable IMAP4
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Select the Features tab.
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Set the Enable/Disable option below the IMAP4 option.
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Click Update.
Set a forwarding address for a user’s mailbox
- Select the Delivery tab.
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Set the Not Set/Forward option below the Forwarding Address option.
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Click Change to select a mailbox to which the mail will be forwarded.
Note: Optionally you can clear the forwarding address by clicking the small arrow to the right of the Change button. -
Check the Deliver message to both forwarding addresses and mailboxes if you want mail to be delivered to both.
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Click Update.
Set a recipient limit for a user’s mailbox
- Select the Delivery tab.
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Set the Not Set/Set option below the Recipient limit option.
Note: this value is static for Office 365. -
Enter a number in the Maximum recipients field.
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Click Update.
Grant send on behalf to a user’s mailbox
- Select the Delegation tab.
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In the Send on Behalf section click Add.
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Search for and select the recipient that will receive the permission then click OK.
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Click Update.
Grant full access to a user’s mailbox
- Select the Delegation tab.
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In the Send As section click Add.
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Search for and select the recipient that will receive the permission then click OK.
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Click Update.
Grant send as to a user’s mailbox
- Select the Delegation tab.
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In the Full Access section click Add.
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Search for and select the recipient that will receive the permission then click OK.
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Click Update.
Add or change a user’s out-of-office message
- Select the Automatic Replies tab.
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To add a message click the Send or Send (scheduled) option and enter the message.
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To update a message first verify the Send or Send (scheduled) option is already selected and that the message is visible – if not you may need to choose the Outside my Organization option.
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Enter the message that should be sent as an automatic reply.
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Click Update.
Convert to shared mailbox
- Click the Active Directory administrative unit then click AD Users.
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Enter the name of the user in the search field and click Search Objects.
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Click the checkmark to the left of the user’s name.
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On the Actions menu, click Convert to Shared Mailbox.
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If the Office 365 license should be removed, check the Remove license button.
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Click Convert.
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