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Office 365 Management for Mailbox Managers

Number of views : 33
Article Number : KB0017208
Published on : 2019-01-24
Last modified : 2019-01-24 23:39:14
Knowledge Base : IT Public Self Help

 

Contents
 Office 365 Management Web Application for Mailbox Managers
 Navigation Overview
 Mailbox Management Actions
Distribution Group Management Actions

 

For information on creating an Office 365 mailbox, see How Do I Create an Office 365 Mailbox?

For information on the Office 365 mailbox lifecycle and on the My Services page in the Office 365 Management web application, see Office 365 Management for Mailbox Owners.

For information on requesting the EML entitlement, see Email Entitlement Exception for Email Eligibility.

 

Office 365 Mailbox Management Rights

Office 365 mailboxes may be managed by designated support personnel.  Mailbox management authorizations are granted in two ways:

  1. For employees, management is based upon the employee's departmental affiliation(s).
  2. For non-employee mailbox holders, accounts may be individually assigned to a management group.

Authorizations will be granted to Active Directory mail-enabled distribution groups. The members of the distribution group will be granted authorization to perform mailbox management for the department. To request authorization to manage members within a department, contact the Office 365 team with the name of the group and the Workday sup org (supervisory organization) value(s) that will be managed by the group's members.  Authorizations to manage non-employee mailboxes will be defined as part of the request for an EML entitlement.

To submit a mailbox management authorization request, send an email to postmaster@utexas.edu with the subject "New Mailbox Management Group."  In the mail, provide the group name and the sup org value(s) that should be managed by the group.  If you need assistance with identifying sup org for a given unit, the ITS System Email team will be able to help.

 

Office 365 Web Application for Mailbox Managers

The Office 365 Management web application, https://www.austin.utexas.edu/Office365Management, allows mailbox managers to manage mailboxes and distribution groups for other users.  Mailbox managers are also authorized to create and delete distribution groups.

Navigation Overview

 

My Services (1)

Create Distribution Group (6)

Create a new distribution group.  This option only appears for those who manage others' mailboxes.

 

My Users (2)

Selected User's Mailbox (7)

View mailbox details and update settings for a mailbox that you manage, such as the display name and primary and secondary email addresses.

Selected User's Distribution Group Membership (8)

View distribution lists/groups to which a selected mailbox owner belongs.

Selected User's Distribution Group Management (9)

Change the settings, managers, and members of distribution groups managed by the owers of mailboxes that you manage.  Delete distribution groups.

 

Mailbox Management Actions

Update Mailbox Display Name

  1. On the My Users page, click the Selected User's Mailbox tab if it is not already open.
  2. Select the mailbox to manage from the dropdown menu at the top of the page.
  3. Enter the desired display name in the Display name
  4. Click Save.

Hide or Unhide Mailbox from Exchange Address Lists

A mailbox which is hidden from the Exchange address lists will not appear when other Exchange users search for the mailbox address or display name.

  1. On the My Users page, click the Selected User's Mailbox tab if it is not already open.
  2. Select the mailbox to manage from the dropdown menu at the top of the page.
  3. If the checkbox next to Mailbox hidden from Exchange address lists is unchecked, check it to hide the mailbox. If the checkbox is already checked, uncheck it to show the mailbox again in the Exchange lists.
  4. The information updates automatically when the checkbox valued is changed.

Update Primary Email Address

The primary email address may be changed only when the mailbox has more than one address associated with it.  See Add Secondary Email Address(es) below for details on creating multiple addresses.

  1. On the My Users page, click the Selected User's Mailbox tab if it is not already open.
  2. Select the mailbox to manage from the dropdown menu at the top of the page.
  3. Unlock the Primary mail address for edits by clicking the lock icon beneath it. The lock icon will change to an opened lock.
  4. Select another address from the dropdown menu.
  5. Click Save.

Add Secondary Email Address(es)

  1. On the My Users page, click the Selected User's Mailbox tab if it is not already open.
  2. Select the mailbox to manage from the dropdown menu at the top of the page.
  3. In the box below the list of Secondary mail addresses, enter the desired secondary mail address in the address field.
  4. Click

If the address entered is already in use, the application will provide a warning message and will not add it.

Remove Secondary Email Address

  1. On the My Users page, click the Selected User's Mailbox tab if it is not already open.
  2. Select the mailbox to manage from the dropdown menu at the top of the page.
  3. In the list of
  4. Click Remove selected address.

View Mailbox Statistics

  1. On the My Users page, click the Selected User's Mailbox tab if it is not already open.
  2. Select the mailbox to manage from the dropdown menu at the top of the page.
  3. Click the Load/Refresh button next to Mailbox Statistics to see details such as the mailbox size and forwarding addresses.

Update Forwarding for a Mailbox

  1. On the My Users page, click the Selected User's Mailbox tab if it is not already open.
  2. Select the mailbox to manage from the dropdown menu at the top of the page.
  3. Load the mailbox statistics (see View Mailbox Statistics, above) to determine current forwarding settings.
  4. Under Mailbox Statistics, click Update forwarding settings
  5. To add a forwarding address, enter the address under the text To disable forwarding, clear... If you want email messages to be kept in the original mailbox, select the checkbox labelled Keep a copy of forwarded mail.
  6. To remove a forwarding address, under the text To disable forwarding, clear..., highlight the address and delete it.
  7. Click
  8. When you have completed changes, you may click on Close forwarding settings.

Distribution Group Management Actions

Create Distribution Group

  1. On the My Services page, click the Create Distribution Group tab if it is not already open.
  2. Enter the desired group display name in the Display name Enter the desired email address in the Email address box and select the appropriate domain name from the pulldown menu.
  3. Click Submit.

If the display name or associated email address is already in use, the application will provide a warning message and will not create the group.

View Distribution Group Memberships

  1. On the My Users page, click the Selected User's Distribution Group Membership tab if it is not already open.
  2. Select the mailbox to manage from the dropdown menu at the top of the page.
  3. A list of distribution groups in which the user is a member will appear in the tab.

View Distribution Groups Owned by a Selected User

  1. On the My Users page, click the Selected User's Distribution Group Management tab if it is not already open.
  2. Select the mailbox to manage from the dropdown menu at the top of the page.
  3. Click on the dropdown list below Select a group to view a list of all groups owned by the selected user. If the user is not an owner of any groups, this tab will display the message, "This user does not manage any Exchange distribution groups."

Update a Distribution Group's Display Name

  1. On the My Users page, click the Selected User's Distribution Group Management tab if it is not already open.
  2. Select the mailbox to manage from the dropdown menu at the top of the page.
  3. Select the distribution group you wish to edit from the dropdown menu.
  4. Enter a new value in the Display name
  5. Click Save.

Hide or Unhide a Distribution Group from Exchange Address Lists

A distribution group which is hidden from the Exchange address lists will not appear when other Exchange users search for the mailbox address or display name.

  1. On the My Users page, click the Selected User's Distribution Group Management tab if it is not already open.
  2. Select the mailbox to manage from the dropdown menu at the top of the page.
  3. Select the distribution group you wish to edit from the dropdown menu.
  4. If the checkbox next to Group hidden from Exchange address lists is unchecked, check it to hide the mailbox. If the checkbox is already checked, uncheck it to show the mailbox again in the Exchange lists.
  5. The information updates automatically when the checkbox valued is changed.

Enable or Disable Senders to Receive Out-of-Office Messages from Group Members

This setting enables the message sender to receive out-of-office messages when group members have them turned on for their mailbox.

  1. On the My Users page, click the Selected User's Distribution Group Management tab if it is not already open.
  2. Select the mailbox to manage from the dropdown menu at the top of the page.
  3. Select the distribution group you wish to edit from the dropdown menu.
  4. If the checkbox next to Send out-of-office messages to originator is unchecked, check it to enable out of office message delivery. If the checkbox is already checked, uncheck it to disable this function.
  5. The information updates automatically when the checkbox valued is changed.

Manage Who Can Send Messages to a Distribution Group

  1. On the My Users page, click the Selected User's Distribution Group Management tab if it is not already open.
  2. Select the mailbox to manage from the dropdown menu at the top of the page.
  3. Select the distribution group you wish to edit from the dropdown menu.
  4. If the checkbox next to Only accept messages from members of this group is unchecked, check it to limit message sending to group members. If the checkbox is already checked, uncheck it to allow senders from outside the group to send email to the group.
  5. The information updates automatically when the checkbox valued is changed.

Control Non-delivery Reports from a Distribution Group

  1. On the My Users page, click the Selected User's Distribution Group Management tab if it is not already open.
  2. Select the mailbox to manage from the dropdown menu at the top of the page.
  3. Select the distribution group you wish to edit from the dropdown menu.
  4. Select an option from the dropdown menu to control whether non-delivery reports are sent to the message’s originator, sent to the group’s manager(s), or are suppressed.
  5. The information updates automatically when the checkbox valued is changed.

Update a Distribution Group's Primary Email Address

The primary email address may be changed only when the distribution group has more than one address associated with it.  See Add Secondary Email Address(es) to a Distribution Group below for details on creating multiple addresses.

  1. On the My Users page, click the Selected User's Distribution Group Management tab if it is not already open.
  2. Select the mailbox to manage from the dropdown menu at the top of the page.
  3. Select the distribution group you wish to edit from the dropdown menu.
  4. Unlock the Primary mail address for edits by clicking the lock icon beneath it. The lock icon will change to an opened lock.
  5. Select another address from the dropdown menu.
  6. Click Save.

Add Secondary Email Address(es) to a Distribution Group (Distribution Group Managers Only)

  1. On the My Users page, click the Selected User's Distribution Group Management tab if it is not already open.
  2. Select the mailbox to manage from the dropdown menu at the top of the page.
  3. Select the distribution group you wish to edit from the dropdown menu.
  4. In the box below the list of Secondary mail addresses, enter the desired secondary mail address in the address field.
  5. Click

If the address entered is already in use, the application will provide a warning message and will not add it.

Remove Secondary Email Address from a Distribution Group

  1. On the My Users page, click the Selected User's Distribution Group Management tab if it is not already open.
  2. Select the mailbox to manage from the dropdown menu at the top of the page.
  3. Select the distribution group you wish to edit from the dropdown menu.
  4. In the list of
  5. Click Remove selected address.

Update Distribution Group Members

  1. On the My Users page, click the Selected User's Distribution Group Management tab if it is not already open.
  2. Select the mailbox to manage from the dropdown menu at the top of the page.
  3. Select the distribution group you wish to edit from the dropdown menu.
  4. To add a new member, enter the EID or email address of the user you would like to add in the Members section and click Add.
  5. To remove a member, highlight the name in the Members list and click Remove Selected Member.

Update Distribution Group Managers

  1. On the My Users page, click the Selected User's Distribution Group Management tab if it is not already open.
  2. Select the mailbox to manage from the dropdown menu at the top of the page.
  3. Select the distribution group you wish to edit from the dropdown menu.
  4. To add a new manager, enter the EID or email address of the user you would like to add in the Managers section and click Add.
  5. To remove a manager, highlight the name in the Managers list and click Remove Selected Manager.

Delete Distribution Group

  1. On the My Users page, click the Selected User's Distribution Group Management tab if it is not already open.
  2. Select the mailbox to manage from the dropdown menu at the top of the page.
  3. Select the distribution group you wish to delete from the dropdown menu.
  4. Unlock Delete Group for edits by clicking the lock icon beneath it. The lock icon will change to an opened lock.
  5. Click Delete Group.

 

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