Work with Microsoft 365 user mailboxes

Mailbox enable a user

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check mark to the left of the user’s name.

4. On the Actions menu, click Office 365 License.

5. Assign a new license that has an Exchange mailbox option or expand an existing license and add an option that has the Exchange mailbox option.

6. Click OK.

7. After the confirmation is displayed, click Close.

View user mailbox properties

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check mark to the left of the user’s name.

4. On the Actions menu, click Mailbox.

Update user email SMTP addresses (email proxy address)

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check mark to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. The Email address tab is already shown.

6. 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.

7. Click the + button to add the address to the E-mail addresses list.

8. If the new address should be the Primary e-mail address of the user, under the Primary column, click the [Set as Primary] option then click Yes to confirm the change.

9. Click Update.

View mailbox last logon, capacity, server details and location

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, click the Mailbox Usage tab.

6. Check the Hide this mailbox from address lists option.

7. Click Update.

Set mailbox sharing policy

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check mark to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, click the Mailbox Features tab.

6. From the Sharing policy drop-down,select the desired policy.

7. Click Update.

Set mailbox retention policy

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, select the Mailbox Features tab.

6. From the Retention policy drop-down, select the desired policy.

7. Click Update.

Set mailbox role assignment policy

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, select the Mailbox Features tab.

6. From the Role assignment policy drop-down,select the desired policy.

7. Click Update.

Set mailbox address policy

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, select the Mailbox Features tab.

6. From the Role assignment policy drop-down, select the desired policy.

7. Click Update.

Hide a mailbox from address lists

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, select the Mailbox Features tab.

6. Check the Hide this mailbox from address lists option.

7. Click Update.

Enable mailbox archive

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, select the Mailbox Features tab.

6. Set the Enable/Disable option below the Archive option.

7. Click Update.

Enable mailbox litigation hold

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, select the Mailbox Features tab.

6. Set the Enable/Disable option below the Litigation Hold option.

7. Set the duration in days.

   NOTE: The Litigation Hold setting might take up to 60 minutes to take effect.

8. Click Update.

Enable mailbox auditing

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, select the Mailbox Features tab.

6. Check the Enable mailbox auditing option.

7. Click Update.

Enable/Disable Outlook Web App

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, select the Mailbox Features tab.

6. Set the Enable/Disable option below the Outlook Web App option.

7. Click Update.

Enable/Disable ActiveSync

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, select the Mailbox Features tab.

6. Set the Enable/Disable option below the ActiveSync option.

7. Click Update.

Enable/Disable MAPI

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, select the Mailbox Features tab.

6. Set the Enable/Disable option below the MAPI option.

7. Click Update.

Enable/Disable POP3

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, select the Mailbox Features tab.

6. Set the Enable/Disable option below the POP3 option.

7. Click Update.

Enable/Disable IMAP4

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, select the Mailbox Features tab.

6. Set the Enable/Disable option below the IMAP4 option.

7. Click Update.

Enable/Disable Clutter

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, select the Mailbox Features tab.

6. Set the Enable/Disabl e option below the Clutter option.

7. Click Update.

Set a forwarding address for a mailbox

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, select the Delivery Options tab.

6. Set the Not Set/Forward option below the Forwarding Address option.

7. Click Change to select a mailbox to which the mail will be forwarded.

   (Optionally you can clear the forwarding address by clicking the small arrow to the right of the Change button)

8. Check the Deliver message to both forwarding address and mailbox if you want mail to be delivered to both.

9. Click Update.

Set a recipient limit for a user’s mailbox

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, select the Delivery Options tab.

6. Set the Not Set/Set option below the Recipient limit option (This value is static for Office 365).

7. Enter a number in the Maximum recipients field.

8. Click Update.

Set mailbox to accept messages from specific users

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, select the Restrictions tab.

6. Set the Accept messages from to Only senders in the following list.

7. Click Add , search for users or groups that should be added to the Accept list then click OK.

8. Click Update.

Set mailbox to require message senders be authenticated users

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, select the Restrictions tab.

6. Check the Require that all senders are authenticated.

7. Click Update.

Set mailbox to reject messages from specific users

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, select the Restrictions tab.

6. Set the Reject messages from to Only senders in the following list.

7. Click Add , search for users or groups that should be added to the Accept list then click OK.

8. Click Update.

Restrict message size sent by a mailbox

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, select the Restrictions tab.

6. Click Set to below the Sent messages option.

7. In the Maximum message size (kb) field enter the maximum size of a message that can be sent from this mailbox.

8. Click Update.

Restrict message size received by a Mailbox

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, select the Restrictions tab.

6. Click Set to below the Received messages option.

7. In the Maximum message size (kb) field enter the maximum size of a message that can be received by this mailbox.

8. Click Update.

Grant Send on behalf to a user’s mailbox

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, click the Delegation tab.

6. In the Send on Behalf section click Add.

7. Search for and select the recipient that will receive the permission then click OK.

8. Click Update.

Grant full access to a user’s mailbox

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, click the Delegation tab.

6. In the Send As section click Add.

7. Search for and select the recipient that will receive the permission then click OK.

8. Click Update.

Grant send as to a user’s mailbox

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog, click the Delegation tab.

6. In the Full Access section click Add.

7. Search for and select the recipient that will receive the permission then click OK.

8. Click Update.

Add or change a user’s out-of-office message

1. Click the Microsoft Office 365 administrative views then click Active Users.

2. Enter the name of the user in the search field and click Search Objects.

3. Click the check box to the left of the user’s name.

4. On the Actions menu, click Mailbox.

5. In the Mailbox dialog click Automatic Replies.

6. To add a message click the Send or Send (scheduled) option and enter the message.

7. 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.

8. Enter the message that should be sent as an automatic reply.

9. Click Update.