‘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
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: