Model: device/msexchangeonline/SharedMailbox

Mailbox Access Permissions and Calendar Permissions

Access permissions on Microsoft Exchange mailboxes define the ownership rights and mailbox access permissions of one or more users for the mailbox. When configuring access permissions on a mailbox, you select a user from a list of users at the same hierarchy level as the mailbox, and select their access role permissions, for example, Read and Manage, Send As or Send on Behalf.

Calendar permissions allow you to assign a combination of role access permissions, such as Owner, and individual permissions, such as Delete All Items, to one or more users, on the calendar associated with the mailbox.

You can assign or remove access permissions and calendar permissions on all mailbox types, for users that exist at the same site as the mailbox.

Manage Microsoft Exchange Mailboxes in VOSS Automate

This procedure updates Microsoft Exchange user mailboxes, and adds, modifies, and deletes Microsoft Exchange shared mailboxes, room mailboxes, and distribution groups.

1. Log in to the Automate Admin Portal.

2. Go to (default menus) Microsoft Subscriber Management > Exchange

3. Choose the menu for the relevant mailbox type, either User Mailboxes, Shared Mailboxes, Room Mailboxes, or Distribution Groups.

4. View the summary list view of the mailbox type you selected.

   Note

   • The Located At column in the list view displays the hierarchy level of mailboxes. Some may be at the customer level, and some may have been moved to a site.

     Microsoft Exchange mailboxes are initially synced in at the customer level, and must be moved to the sites, either manually (via the list view or the mailbox management screens), or when running the overbuild.

   • Separate menu items are available for recipient types of mailboxes: User Mailboxes and Shared Mailboxes. If required when a user if off-boarded, the User Mailboxes entry can be converted to a Shared Mailboxes entry. Refer to the additional API operations available for the subscriber's mailbox ArchiveStatus at Microsoft Subscribers.

5. Do you want to ...

   • Move one or more mailboxes to a different level of the hierarchy? Select the relevant checkboxes, then click Move.
   • Export the data of one or more mailboxes? Select the relevant checkboxes, then click Export. Choose an export format, and click Export.
   • Delete one or more mailboxes (shared or room mailboxes, or distribution groups only)? Select the relevant checkboxes, then click Delete.
   • Add a new mailbox (shared or room mailboxes, or distribution groups only)?
     • Click the toolbar Plus icon.
     • Define a Display Name for the new mailbox. The Mail Name field automatically updates with an allowed string value of the Display Name (for example, no spaces).
     • Select a Mail Domain. The Primary Email Address using the specified domain is assigned to the new mailbox.
     • Save your changes. Go to step 6 to update mailbox permissions and settings.
   • View or update a mailbox?
     • Click in the relevant row to open the mailbox management screen.
     • Go to step 6 to update mailbox permissions and settings.

6. Update mailbox settings:

   For all mailbox types	You can: Move the mailbox to another level in the hierarchy. Update the mailbox display name. On the Delegation tab you can set permissions and calendar permissions. To do this, select a mailbox user and assign access rights.
   For user mailboxes	On the User mailbox tab you can modify the retention policy and the archive status. On the Email forwarding tab you can choose an option for forwarding all emails to this mailbox. Options are: None, Internal, or External You can then add an internal or external email address, and choose whether to send email to this mailbox and forward to another mailbox (if you've chosen Internal or External). Configuration templates associated with the Quick Add Group allows you to set default values when adding or removing the subscriber. See the following settings in Quick Add Subscriber Groups: MS Exchange Online User Mailbox Template MS Exchange Online Convert Mailbox Template Available fields: DisplayName: mailbox display name Permissions CalendarPermissions: users and their access rights can be managed. ForwardingAddress: for the Internal forwarding mailbox address. ForwardingSmtpAddress: for the External forwarding mailbox address. DeliverToMailboxAndForward: additional setting for the Internal forwarding to deliver to both the user mailbox and the forwarding mailbox. AutoReplyState: automatic replies are enabled or disabled. InternalMessage: set internal autoreply message. ExternalAudience: choose None, contact list, all senders ExternalMessage: set external autoreply message. RetentionPolicy: selected policy for mailboxes ArchiveStatus - for enabling and disabling archiving (Automate contains API operations for mailbox conversion and archiving) Custom attributes (1 to 15) - you can't update these values in Automate; MS Exchange updates will reflect on the user display form.
   For shared mailboxes	The Email forwarding tab offers similar settings to the User mailbox, but applied to the shared mailbox. The Automatic replies tab allows you to enable or disable this feature (scheduling not available yet), with options to specify reply messages and audience.
   For room mailboxes	Add or update the Location field to define the physical location of the room associated with this mailbox. Add or update the Room Capacity field to define the number of people the room associated with this mailbox holds.
   For a distribution group	You can: Add or update owners Add or update members (users with access permissions for sending emails as a selected user, or on behalf of a selected user).

   Note

   Delete is allowed only for shared mailboxes, room mailboxes, or distribution groups.

7. Assign or remove permissions:

   • To assign access or calendar permissions to a user:
     • Click the Plus icon at either Permissions or Calendar Permissions (as applicable).
     • Select the user, and select the relevant permissions.
     • Repeat this step to assign permissions to additional users.
   • To remove access or calendar permissions from a user:
     • Either uncheck permissions assigned to the user, or remove the user entry from the relevant permissions field (Permissions or Calendar Permissions).
     • Repeat this step to remove permissions from additional users.

   Note

   Calendar permissions are only relevant for user, shared, and room mailboxes. For distribution groups, only mailbox access permissions are relevant.

   When deleting (removing) permissions, the Microsoft cloud portal may take a few minutes to process the update, which may cause a delay for the refreshed data to reflect in the Automate GUI.

8. Save your changes.