Request Full Access Send-As permissions for an Exchange Online departmental/group account mailbox

Important:

To view all the content available to you here, use the green Log in button at the top of this page to log into the Knowledge Base.

On this page:


Overview

When sharing access to a group account Exchange Online mailbox, UITS recommends that you use Full Access Send-As (FASA) permissions. FASA permissions allow you to use your individual account permissions to add a group account as an additional mailbox, which removes the need to share group account credentials or configure Two-Step Login (Duo) for everyone with access to the group account.

Note:
The steps involved in creating an Active Directory group for FASA permissions require action by your local UITS support person. If you do not know who your local UITS support person is, look up your department in IT People to identify your local UITS support person.

Local UITS support people: To view the procedure for creating FASA permission Active Directory groups below, be sure you are logged into the Knowledge Base; use the green Log in button at the top of this page.

Configure Outlook

After you have FASA access to the group account, you'll need to configure Outlook.

  • Outlook for Windows:
    1. Select the File tab. Select Account Settings, and then choose Account Settings... again.
    2. Select New..., and then enter username@iu.edu, replacing username with the name of the group account.
    3. Select Connect.
    4. In the next window, choose Sign in with another account. Change the email address to username@iu.edu, replacing username with the name of your account, and then select Next.
    5. Enter your passphrase, and then select Next. Authenticate with Two-Step Login (Duo).
    6. Select Done, and then restart Outlook.

    Follow these steps to configure Outlook for Windows so that sent items from the added group account will appear in your personal folder:

    • Classic Outlook:
      1. Select the File tab. Select Account Settings, and then choose Account Settings again.
      2. Select your IU Exchange email address, and then select More Settings....
      3. Double-click your IU Exchange email address, and then select More Settings.
      4. Select the Advanced tab, and then choose Add....
      5. In the "Add Mailbox" field, enter the name of the group account, and then select OK.
      6. Select Next, and then choose Finish.
    • New Outlook:
      1. In the sidebar (the area with Inbox, Drafts, Sent Items, etc.), right-click the Shared with Me section.
      2. Select Add shared folder or mailbox.
      3. Enter the name or email address of a user who has shared folders with you.
      4. Select Add.
  • Outlook for macOS:
    1. Open Outlook, and be sure that New Outlook is selected.
    2. Select Outlook, and then choose Preferences.
    3. Select Accounts, and then choose Delegation and Sharing.
    4. Under "Open these additional mailboxes", select the + (plus sign) and search for the group account.

Known issues

Clients may encounter the error message "We're sorry, access is not allowed because you are not enrolled. Please contact your organization's IT help desk for assistance". This error message suggests that the group account is not enrolled in Duo. The account owner should enroll in Duo; for instructions, see the Enroll a device for the account owner section in Use Two-Step Login (Duo) with a group account.

When using FASA permissions to access an account, the "Sent Items" and "Deleted Items" for the departmental/group account may be filed in the client's individual Exchange Online mailbox, not the departmental/group account mailbox. To resolve this issue, the DelegateSentItemsStyle and DelegateWastebasketStyle modifications may need to be implemented via a Registry Key fix. For additional instructions, see Messages sent from a shared mailbox aren't saved to the Sent Items folder of the shared mailbox in Outlook and Items that are deleted from a shared mailbox go to the wrong folder in Outlook.

Important:

To view all the content available to you here, use the green Log in button at the top of this page to log into the Knowledge Base.

This is document bdet in the Knowledge Base.
Last modified on 2024-04-15 16:12:02.