How to Grant Permissions to Other Microsoft 365 Mailboxes?

Updated On - September 11, 2023 by Armaan |

Reading Time: 6 minutes

Microsoft 365 is an essential application for many end users, including large businesses. There are many scenarios in which users need to access other Microsoft 365 mailboxes. In businesses, we found that some mailboxes get more emails, and some get specific emails whose accessibility may be a matter of time. Whenever there is a need for urgent access to data present in the mailboxes, users search for how to grant permissions to other Microsoft 365 mailboxes. But, the process to grant permissions to other Microsoft 365 mailboxes is more complex than it seems. Some practical issues and technical requirements make it a problem for users.

In this blog, we will learn how to grant permissions to other Microsoft 365 mailboxes. Also, we will explore the other ways users can get rid of this issue.

What authorities will you get after granting permissions?

Before moving for the process, let’s know what authorities you will get after having permission. It will help you decide whether to go for permissions or find another way.

• You will be able to read the messages/emails of the mailbox on which permission is required.
• You will also be able to send messages/emails from the mailbox.
• It also makes you capable of sending emails on behalf of the mailbox for which permission is required.

Grant permissions to other Microsoft 365 mailboxes via Microsoft 365 Admin Centre:

Follow the below-given steps to grant permission to other mailboxes:

• First, log in to your Microsoft 365 and click on the Admin.
• Users >>Active Users.
• Now click on the user and then click on the Edit Option next to Mailbox permissions. You will find this under the Mail Settings.
• You will be prompted to the Edit mailbox permissions. Here, click on the Edit option next to Read and Manage.
• Click on the + Add Permissions to add the user mailboxes to whom you want to grant permission.
• After selecting the mailbox, click on the Save.
• Following the steps above, you can assign permission to read and manage emails.

In the same way, you can assign permissions for the Sending and Send on behalf.

Assign permissions using the Exchange Admin Centre

Users can also assign permissions via the Exchange Admin Centre. Follow the below-given steps:

• Firstly, log in to Microsoft 365.
• Now, click on Admin, then Admin Centers >> Exchange.
• At EAC, click on the recipients and then make a selection for the desired mailbox. Click on the Edit icon.
• By using the select mailbox delegation and then under the Send As, click on the +icon.
• To provide the mailbox permission, click on the add and then OK.

And this is how you can grant permission to other mailboxes using Exchange Admin Centre.

What Professionals do to get rid of these circumstances?

As we can see, proper technical knowledge is required to grant permissions to other Microsoft 365 mailboxes. But, if you need access on an urgent basis, then this manual way to provide grant permissions is not preferred. Also, you must execute the permissions granting process repeatedly for each mailbox. After granting permissions, it may also take some time to reflect. After analysing all these limitations and disadvantages, professionals don’t prefer this way of accessing mailbox data in an organization.

To get rid of this, the best solution is to back up Microsoft 365 mailboxes. Having a backup in the local storage makes users capable of accessing data whenever needed. You don’t have to follow a long way to grant permission to other Microsoft 365 mailboxes. Also, having backup always favours users in case of any unwanted situations. To backup Office 365 emails, Regain Office 365 Email Backup Tool provides an easy and efficient way. It has advanced features to ease the backup process.

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Advantages of using Professional tool

Regain Office 365 Email Backup Tool is developed by keeping users’ needs at the center of the development process. It offers multiple advanced features that are mentioned below:

• It offers multiple file formats to save the backup, like PST, MSG, EML, MBOX, and vCard. Users can choose as per their needs.
• It permits users to select a specific folder to filter the need as per the need. You can easily select and back up only the desired folder.
• This utility has a straightforward GUI that makes it easy for all users. Technical expertise is not required to run this utility.
• Regain Office 365 Email Backup Tool expertly maintains the folder hierarchy and data originality.
• After establishing a connection with Office 365, you will get a preview of the folders and other items. It helps to select/de-select as per the need.
• Along with Office 365, this utility also works for the Live Exchange mailbox. Users can also take a backup of Live Exchange.
• It takes a backup of the complete mailbox regardless of the folder and item type. E.g., inbox, sent items, trash, drafts, et cetera.
• This utility is compatible with all versions of Windows Operating Systems.
• A free demo version of Regain Office 365 Email Backup Tool is also available to install. Users can easily install and experience the tool before purchasing.

How to back up Microsoft 365 mailboxes using Regain software?

• Firstly, install the Regain Email Data Backup Tool and launch it.
• Now, to connect to the server, enter the asked credentials of Office 365.
• Now you can view the folder list from where you can easily select the required folders for the backup.
• After selecting the required items, select the desired file format in which you want the backup.
• Finally, provide the destination path to save the files after taking an email backup. Use the Browse option to select the destination path.
• Now clicking next, the process to back up Microsoft 365 mailbox will start. You can also keep an eye on the status of the process in the report.

Wrapping up:

The need to access other Microsoft 365 mailboxes may arise depending on the situation. For the same, users search how to grant permissions to other Microsoft 365 mailboxes. In this blog, we have explained the process of granting permissions. But, to make all data always accessible, a backup of data in the local system is an excellent idea. Having data at your place also favors users in case of any mishappening. For the Microsoft 365 mailbox backup, Regain Office 365 Email Backup Tool is a professional utility whose features and working is explained above. You must install and try the free demo version to explore it on your own.

Frequently Asked Questions:

Question 1. Do we need to follow the process to grant permissions to other Microsoft 365 mailboxes every time for each authority?

Ans. Yes. To grant permissions to other Microsoft 365 mailboxes, you have to follow the process every time for each authority. E.g., Read Messages, Send Messages, and Sending Emails on Behalf.

Question 2. Can I back up Office 365 mailboxes more than once using this Regain Office 365 Backup Solution?

Ans. Yes. You can back up Office 365 mailbox more than one time. You can back up frequently using Regain Office 365 Email Backup Tool within the license validity period.

Question 3. Can I selectively choose folders for the backup?

Ans. The software offers a selection of the desired folders as per the requirements. Users can easily choose the folders and backup them as per their needs.

Question 4. Is there any way to try this utility before making any purchases?  

Ans. Regain Office 365 Email Backup Software provides a free demo version to download. Users can easily install and try this utility before making any purchase. The free version allows to backup 30 items per folder while there is no such limitations with the licensed version. You can backup unlimited items from Office 365 mailbox.

Question 5. In which file format will it back up the Office 365 mailbox items?

Ans. The tool offers multiple file formats to save Office 365 mailbox items. Commonly used file formats like PST (Personal Storage Table), MBOX, EML, EMLX and MSG is available. You can select your preferred file type at the time of backup.