Setting shared mailbox permissions

‘Send As’ permission allows a user to send emails from the shared mailbox email address. The message will appear to have been sent from the shared mailbox and will have no affiliation to the user’s personal email address.

Important:  please ensure you select the correct user from the NHS Directory. If you select an incorrect user, this could lead to a potential data breach. If this does occur, it will be your responsibility to raise a security incident in line with your local policies.

To select users with ‘Send As’ permissions for the shared mailbox:

Click Add in the Send As box

Type the user’s name into the search box



You can also use the navigation features at the bottom of the user list

Select the tick box to the left of the user’s name



To add multiple users, tick the box next to their name

Handy Hine

Use the advanced search to narrow the results by for example status or organisation

Click Select at the bottom of the page

‘Owner’ permissions allows a user to open the shared mailbox, view incoming emails and send emails from the shared mailbox email address . They will be responsible for managing all further permissions for the shared mailbox.

To select users with ‘Owner’ permission for the shared mailbox:

Click Add in the Owner box. You can add yourself as an owner by clicking “Add Myself As Owner” checkbox.

Follow the steps above to select the users who will be granted this permission

A mailbox owner should be encouraged to manage the mailbox themselves e.g. add additional users to the mailbox through Outlook Web App. For more information on performing these actions, direct users to Delegated and Shared Mailboxes on the NHSmail training and guidance pages

If you accidentally grant a user ‘Send As’ or ‘Owner’ permissions, click on the red cross:



Click Create and the following message will be displayed:




Success notification of creating a shared mailboxThe message is displayed as in the screenshot



Additional Information

For all information on policies and procedures related to Shared Mailboxes refer to the Shared Mailbox Guide for NHSmail located under Help

  • Refer to the Editing a Shared Mailbox for more information on how to change any shared mailbox attributions following creation
  • You will not be able to set an out of office on a shared mailbox, this should be managed by the shared mailbox owner in Outlook Web App

Last Reviewed Date 07/06/2021
Updated on 06/07/2022

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