Office 365 mailboxes

This section contains information for administering Microsoft Office 365 mailboxes in the Delegation and Configuration console via the Account and Resource Management node and in the Web Console. With the appropriate powers, you can perform various user account management tasks, such as placing litigation holds, setting up email forwarding and so on.

DRA manages Office 365 user mailboxes as well as migrated shared, room, and equipment mailboxes. For DRA to manage these mailboxes they must be associated with an on-premises user or Azure user that is managed by DRA. The mailbox properties will be available through the property pages for those associated users.

  1. Execute a Find Now operation to locate and select the user account.
  2. Right-click the user object, and go to Properties > Litigation Hold.
  3. Select the Enable Litigation Hold check box, and do one of the following:
    1. Select the Indefinite check box if the duration for the hold is unknown.
    2. Select the Number of days check box and provide the value if the required hold duration is
      known
Place a litigation hold

Set a litigation hold on a mailbox to preserve all mailbox content, including deleted items and original versions of modified items. Placing a user's mailbox on litigation hold also preserves content, if it exists, in the user's archive mailbox as well. The hold can last for a specified period, or until you remove the Litigation Hold from the mailbox.

You must have the appropriate Exchange Online license to place a litigation hold. You configure the feature via the Litigation Hold tab in the user object’s properties.

Delegate mailbox permissions

You can delegate Office 365 mailbox permissions via the Mailbox delegation tab in the user object’s properties. There are three types of permissions that you can delegate, send as, send on behalf of, and full access. The types of permission that can be delegated depends upon the receiving object type.

View archive mailbox status

You can view the status of the archive mailbox for a user and the archive mailbox statistics such as storage limit and warning limit. When the archive mailbox exceeds the archive warning limit, the user is notified.

View mailbox usage statistics

You can view the amount of the total mailbox quota that has been used.

Configure message delivery restrictions

By setting delivery restrictions, you can limit the size of incoming and outgoing messages and accept or reject incoming messages for a specific user.

Configure delivery options

You can configure message forwarding options and specify maximum recipients that a user can send a message to.

Add or remove an email address

You can configure more than one email address for a user mailbox and specify the primary email address. You can also assign email addresses to user accounts that do not have mailboxes.

Hide email address

You can specify whether to hide the email address from appearing in the address list.

Add MailTip

You can add informational text that you want to be displayed when a mail is sent to the user.

Assign policies for mailbox

You can assign a sharing policy, email retention policy, role assignment policy, or address book policy for the mailbox

Placing a Litigation Hold

To set a litigation hold on a mailbox:
 
  1. Execute a Find Now operation to locate and select the user account.
  2. Right-click the user object, and go to Properties > Litigation Hold.
  3. Select the Enable Litigation Hold check box, and do one of the following:
    1. Select the Indefinite check box if the duration for the hold is unknown.
    2. Select the Number of days check box and provide the value if the required hold duration is known.

Delegating Mailbox Permissions

The types of permission that can be delegated depends upon the receiving object type:
  • Send as
  • Send on behalf of
  • Full access

To delegate mailbox permissions:
  1. Execute a Find Now operation to locate and select the user account or group.
  2. Right-click the object, and go to Properties > Mailbox delegation.
  3. In the right pane, do one or more of the following:
  • To allow a user or group to send messages using this mailbox, click the plus (+) sign beneath the Send As label and select the appropriate user or group.
  • To revoke the ability of a user or group to send messages using this mailbox, select the account and click the delete (x) sign beneath the Send As label.
  • To allow a user to send messages on behalf of this mailbox, click the plus (+) sign beneath the Send on Behalf label and select the appropriate user.
  • To revoke the ability of a user to send messages on behalf of this mailbox, select the account and click the delete (x) sign beneath the Send on Behalf label.
  • To allow a user or a group full access to this mailbox, click the plus (+) sign beneath the Full Access label and select the appropriate user or group.
  • To deny a user or a group full access to this mailbox, select the account and click the delete (x) sign beneath the Full Access label.
DRA manages Office 365 user mailboxes as well as migrated shared, room, and equipment mailboxes. For DRA to manage these mailboxes they must be associated with an onpremise user that is managed by DRA. The mailbox properties will be available through the property pages for those associated users.