• Full Access permission allows a delegate to have full rights to a specific mailbox (i.e., send as, read, modify, and delete), to open and access the contents of the mailbox in OWA or Outlook. 
  • Send As permission does not allow to open or access the contents of the mailbox but allows a delegate to send messages as that specific mailbox or Distribution List. Recipients won't be able to see the real sender.
  • Send On Behalf permission allows a delegate to send messages on behalf of a specific mailbox. The From address in a message sent by the delegate will indicate that the message was sent by the delegate on behalf of the mailbox ownerMailbox <delegate's address> on behalf of Mailbox <your address>.

Send As and Full Access permissions can be set in HostPilotĀ® Control Panel by the admin of your account.

Note: when Send As or Full Access is granted through HostPilot, it overrides Send On Behalf permissions manually granted via Outlook. 

Granting Send As (or Full Access) permissions in HostPilot

Important: availability depends on your plan. If you don't see this option in HostPilotĀ® Control Panel, it is possible to share mailbox folders using Outlook.

  1. Navigate to Services > Mailboxes > Exchange mailboxes.
  2. Click the display name for the mailbox that you want to give permissions to send from (or to have full access to).
  3. Under the Exchange tab, click the Full access & Send as link.
  4. In the new window, add users to the access list by selecting from the address book, or enter their names and click the Check button.
  5. Select the appropriate option for whichever mailboxes you want to have Send As or Full Access permission for this mailbox.
  6. Click Save Changes in the Access Allowed For window.

How to use the Send As feature:

To start using the Send As feature, create a new message in your Outlook, click the From button, and select the email address of a mailbox that you want to send from.

By default, the From field is hidden when composing messages. To show the From field:

  • In Outlook 2010/2013/2016/2019: New Email > Options > From.
    Screen
  • In Outlook 2007: New MessageOptions > Fields > Enable Show From.

Note: if you are receiving the You do not have the permission to send the message on behalf of the specified users error message, select the Send As address from Global Address List (GAL) rather than typing it manually. To do that:

  1. Click on the From field and select Other Email address.
  2. Click From.
  3. Make sure GAL is selected as the Address book.
  4. Find the user in the list and click OK.

Select the address from GAL

How the Full Access feature works:

End-users with Full Access are able to open another mailbox in OWA and Outlook. Outlook 2010/2013/2016 automatically loads all mailboxes to which a user has Full Access after 10-15 minutes of propagation time if Autodiscover is being resolved correctly.

In other cases, the additional mailbox needs to be opened manually. Read the Knowledge Base article on How Do I Add Someone Else's Mailbox To My Exchange Outlook Profile? for instructions.

Important: 

  • For mailboxes that are shared with Full Access or Send As permissions, Outlook may save sent items and deleted items into the user's primary mailbox Sent Items and Deleted Items folders. To fix that, please refer to the following Microsoft articles for Sent Items and Deleted Items respectively.
  • If a mailbox is hidden from GAL, it cannot be opened via any mail client.

Sometimes users do not need to access all mailbox data, just some specific shared folders like Inbox, Sent Items, etc. In these cases, share necessary folders using Outlook and ask users to open shared folders in Outlook.