Delegating permissions on an Exchange account

Last updated 24th October 2020

Objective

With the OVHcloud Exchange service, you can set up professional email addresses, and use them with a range of features for collaborative work. One of these features is the ability to delegate specific permissions (for example sending or access permissions) between different Exchange accounts.

This guide explains how to delegate permissions on your Exchange account to another user.

Requirements

• an OVHcloud Exchange solution already set up
• at least two active Exchange accounts, configured on the same OVHcloud Exchange platform
• access to the OVHcloud Control Panel
• credentials for the Exchange account that will be delegated new permissions

Instructions

Before you get started, define the permissions you want to delegate. As a reminder, when you set up a delegation, you are granting one or more Exchange accounts additional permissions for the Exchange mailbox concerned.

Permissions	Description
Send As permission	Allows the user to send emails as another account. The user sending the email will not appear as the sender. Instead, the account for which the user holds the Send As permission will appear as the sender. There is no way for the recipient to tell whether an email has been sent by the original account, or by another user with the Send As permission.
Send on Behalf permission	Allows the user to send on behalf of another account. The user sending the email will not appear as the sender. Instead, the account for which the user holds the Send on Behalf permission will appear as the sender. However, in this case there will be a comment showing that the message was sent by another user on behalf of the original account.
Access permission	Gives the user read-only access to the account they have been delegated this permission for. This access type does not allow the user to send any emails. It only allows them to view content.

When you have identified the account that you want to delegate permissions for, determined the kinds of permissions you want to delegate, and listed the users that will be delegated these permissions, go to the next step.

Step 1: Setting up the delegation

To do this, log in to the OVHcloud Control Panel. Click on Microsoft, then on Exchange. Select the Exchange service containing the account that you want to delegate permissions for. Next, go to the Email accounts tab.

The table that appears will list all of the accounts linked to your Exchange service. Click on the three dots to the right of the account you want to delegate permissions for, then on Manage delegations.

In the configuration window, select the permissions you want to delegate. You will need to link them to one or more accounts that you wish to grant the permissions to. Then press Next.

Take a few moments to check the change summary. If the information in the summary is correct, click Confirm. Within a few minutes, the delegation will be created on our servers.

Once the delegation has been configured, test@mypersonaldomainname.ovh can carry out the selected actions on the test2@mypersonaldomainname.ovh account.

Step 2: Using the delegated permissions

Now that the delegation has been set up, it is ready to use. Before you go any further, please ensure that you have the credentials for the Exchange account that has been granted the newly delegated permissions.

This will work differently depending on the permissions you have delegated, and also the software or web interface you are using to access your Exchange account. From this point onwards in the guide, you should follow the instructions that are relevant to the permissions you have delegated.

2.1 Using your access permissions

• From the Outlook Web Application (OWA)

Log in via the OVHcloud webmail using the credentials for the Exchange account that has been delegated permissions. Once you are logged in, right-click on the name of the account in the menu on the left-hand side, then select Add shared folder.

In the window that pops up, enter the name for the account that holds the delegated permissions, then click Add. The account will then appear in the left-hand menu, and you can view its content.

• From the Outlook application for Windows

In the Outlook 2016 application, click File in the menu bar at the top of your screen, then Account Settings. In the drop-down menu, click again on Account Settings. In the window that pops up, select the account with the delegated permission, then click Change.

Next, click on More Settings. In the new window, go to the Advanced tab, then click Add. Enter the name of the account that will use the delegated permission, then confirm the addition. The account will then appear in the left-hand menu on your application, and you can view its content.

2.2 Using the "Send As" permission

• From the Outlook Web Application (OWA)

Log in via the OVHcloud webmail using the credentials for the Exchange account that has been delegated permissions. Once you have logged in, start editing a new email by clicking + New.

In the zone that appears, click on the three dots, then Show From. Then click on the From button, and select the email address you want to appear as the sender (i.e. the address you have delegated that permission for). If the address is not listed, delete the one that is already displayed, and enter the address you want to appear.

At this stage, you are now ready to write and send your email.

• From the Outlook application for Windows

In your Outlook 2016 application, start editing a new email. Ensure that the From button is visible in the editing window. If it is not visible, go to the Options tab, then click From.

Then click on the From button, and select the email address you want to appear as the sender (i.e. the address you have delegated permissions for). If it is not displayed, click Other Email Address, enter the email address you would like to appear as the sender, then confirm.

At this stage, you are now ready to write and send your email.

2.3 Use the "Send on Behalf" permission.

• From the Outlook Web Application (OWA)

Log in via the OVHcloud webmail using the credentials for the Exchange account that has been delegated permissions. Once you have logged in, start editing a new email by clicking + New.

In the zone that appears, click on the three dots, then Show From. Then click on the From button, and select the email address you want to appear as the sender (i.e. the address you have delegated permissions for). If the address is not listed, delete the one that is already displayed, and enter the address you want to appear.

At this stage, you are now ready to write and send your email.

• From the Outlook application for Windows

In your Outlook 2016 application, start editing a new email. Ensure that the From button is visible in the editing window. If it is not visible, go to the Options tab, then click From.

Then click on the From button, and select the email address you want to appear as the sender (i.e. the address you have delegated permissions for). If it is not displayed, click Other Email Address, enter the email address you would like to appear as the sender, then confirm.

At this stage, you are now ready to write and send your email.

Go further

Using the Outlook Web App with an Exchange account

Sharing folders in OWA

Creating contact groups

Join our community of users on https://community.ovh.com/en/.

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