This article describes how to enable Send On Behalf permissions via Delegate Access using Outlook.

Send On Behalf permission

Send On Behalf permission allows a delegate to send messages on behalf of another user. It does not allow to open or access the contents of the mailbox in OWA or Outlook.

Send On Behalf permissions can be manually granted to a user by another user via Outlook. Emails sent by your delegate will be marked as, "on behalf of" another user and recipients will see both your address and your delegate's address (as the actual author of the message):

From: Mailbox <delegate's address> on behalf of Mailbox <your address>

Notes: 

  1. Another type of delegate access called Send As permissions that can only be enabled in HostPilotĀ® Control Panel by the admin of your account. Read the Knowledge Base article on How Do I Enable Send As or Full Access Permissions On An Exchange Account? for more information. 
  2. If the admin grants Send As or Full Access through HostPilot, it overrides Send On Behalf permissions manually granted via Outlook. 
  3. When Send On Behalf permission is granted via Outlook, the Send As option is automatically checked in HostPilot: Services > Mailboxes > click mailbox > Full access & Send as.
  4. To remove Send On Behalf permission, the end-user must remove the delegate's mailbox from the Delegate Access list in Outlook. If the admin excludes a mailbox with Send As permission from the list in HostPilot, Send On Behalf permission will not be removed.

Granting Send On Behalf permissions

To grant Send On Behalf permissions, you need to add the user as a delegate for your mailbox in Outlook and assign the delegate any level of access.

Outlook 2010/2013/2016/2019:

  1. Click File > Info > Account Settings > Delegate Access.
  2. Click Add.
  3. Choose the mailbox from the Address Book.
  4. If you need the user to have partial access to your mailbox, you can specify the access level on the next screen. If you only need to give Send On Behalf permissions to the user, choose None for each folder.
  5. Click OK.
    delegates

Outlook 2007: 

  1. Click Tools > Options > Delegates.
  2. Click Add.
  3. Choose the mailbox from the Address Book.
  4. If you need the user to have partial access to your mailbox, you can specify the access level on the next screen. If you only need to give Send On Behalf permissions to the user, choose None for each folder.
  5. Click OK.

Outlook for Mac:

Read the Knowledge Base article on how to Add and manage delegates in Outlook for Mac. When you grant a user delegate access to a Microsoft Exchange account, this user must add you to People I am a delegate for list. Read the Knowledge Base article on how to Become a delegate or stop being a delegate in Outlook for Mac.

Sending On Behalf of another user

From Outlook:

  1. Open a new email and go to Options. Click From to show the From field.
    Show from
  2. Click From > Other E-mail address. Type in the address of the user or select it from the Global Address book and click OK.
    Add from address
  3. Send the message.
  4. Message recipients will see in the From field: Your Name <delegate's address> on behalf of Other User Name <owner's address>.
    Sent on Behalf

From OWA:

  1. Compose a New email.
  2. In the reading pane, click the More Options menu , and then click Show From.
  3. Right-click the email address and choose Remove.
  4. Type the email address of the owner's mailbox.
  5. Send the message.

Note: 

  • if you receive the You do not have the permission to send the message on behalf of the specified users error message, select the Send On Behalf address from Global Address List (GAL) rather than typing it manually. 
  • if a mailbox is hidden from Global Address List (GAL), it cannot be opened via any mail client.
  • by default, messages sent on behalf of another user reside only at delegates' Sent Items folder. If your Account is on Exchange Server 2016 or newer, messages can be copied to the Sent Items folder of the originating mailbox (on behalf of which the message was sent). Contact Support to enable this feature.