Change Mailbox Properties


Applies to: Office 365 for professionals and small businesses, Office 365 for enterprises, Live@edu

Topic Last Modified: 2011-03-19

After you create a user mailbox, you can make changes and set additional properties in the Exchange Control Panel. Here's how:

  1. Select Manage My Organization > Users & Groups > Mailboxes.

    • In the Mailboxes list, select a mailbox to modify. For a large list of mailboxes, use the Search mailboxes field and type all or part of a display name.

  2. After you have selected a mailbox, click Details. You can view or change the following information:

    General   This section provides basic information about the user. The user can view and update this in Account Information.

    • First name, Initial, Last name

    • * Display name    This name appears in the address book, on the To: and From: lines in e-mail, and in the Mailbox list. It's required. Make sure there are no empty spaces before or after the display name.

    • Windows Live ID   This consists of the user's alias on the left side of the @ symbol, and your domain name, like, on the right side. It becomes the user's Windows Live ID and e-mail address. Users use their Windows Live ID to access their mailboxes. You can't modify the Windows Live ID after you've created the mailbox.

    Mailbox Usage    View mailbox quota information:

    • Issue warning   The mailbox size at which a warning message is sent to the user

    • Prohibit send   The mailbox size that prevents a user from sending e-mail

    • Prohibit send receive   The mailbox size that prevents a user from sending and receiving e-mail

    This information isn't displayed until after the user signs into the mailbox for the first time,

    Contact Information   Use this section to change the user's contact information. Use the Notes field for anything that you want. Information in this section is displayed in the shared address book.

    Organization   Use this section to record detailed information about the user's role in the organization. This information is also displayed in the shared address book.

    • Title, Department, Company

      Manager   To add a manager, click Browse. In Select Manager, select a person, and then click OK and return to Details.

    • Direct reports   You can't modify this field. A direct report is a user who reports to a specific manager. If you have specified a manager for the user, that user appears as a direct report in the details of the manager's mailbox. For example, Kerry manages Chris and Kate, so Kerry's mailbox is specified in the Manager field of Chris' mailbox and Kate's mailbox, and Chris and Kate appear as Direct reports in the details of Kerry's mailbox.

    E-Mail Options   Use this section to add other e-mail addresses, also known as proxy addresses, so that the user can receive e-mail sent to one of these addresses. You can also edit and remove existing e-mail addresses associated with the user.

    Note   The user's primary e-mail address is also displayed in this section. Even if you add other e-mail addresses, when the user sends e-mail, the primary e-mail address is still used as the From address.

    • Add   To add an e-mail address, click Add. For the new e-mail address, type the alias on the left side of @ symbol. The alias must be unique in the domain. Then, select a domain name from the drop-down list on the right side of the @ symbol.

    • Edit   To edit an e-mail address, select the e-mail address and then click Edit. You can edit the alias or select a different domain name.

    • Remove   To delete an e-mail address, select the e-mail address and then click Remove.

    Mailbox Settings   Use this section to identify or change the mailbox plan and role assignment policy that is associated with the user's account.

    • Mailbox plan   Only available to Live@edu organizations. The mailbox plan defines the configuration settings and permissions for the user account. To change the mailbox plan, select a different one from the drop-down list in this section. Note that some organizations have only one mailbox plan. For more information, see Mailbox Plans.

    • Role assignment policy   Specify the RBAC roles that are assigned to the user. To change the role assignment policy that is assigned to the user, select a different one from the drop-down list in this section. For more information, see Role Assignment Policies in Exchange Online.

      Note    Live@edu organizations can only change the mailbox plan assigned to users. They can't change the role assignment policy.

    Mail Control   Use this section to control who this user can send e-mail messages to or receive e-mail messages from. This section exists only for Live@edu organizations.

    • Add people outside your organization who can send e-mail to or receive e-mail from this user when the closed campus policy is turned on   Use this option to specify exceptions to the closed campus supervision policy. For example, if you have a closed campus policy in place but want to allow students to exchange e-mail with their parents, add the parents' e-mail addresses here. To add an external e-mail address, click Add, type the e-mail address, and then click OK.

    • Add people who aren't allowed to send e-mail to this user   Use this option to implement the anti-bullying supervision policy and block people from sending e-mail messages to this person. This helps you protect users from harassing e-mail messages. To block a sender, click Add, type the blocked sender's e-mail address, and then click OK. E-mail from the sender to this person is rejected, and a non-delivery report (NDR) is generated.

      For more information, see Safety Tab.

    MailTip Use this section to add a MailTip to alert users of potential issues if they send a message to this recipient. A MailTip is text that is displayed in the infobar when this recipient is added to the To, Cc, or Bcc fields of a new e-mail message. For more information, see Configure MailTips.

    Mailbox Features   Use this section to enable or disable an archive mailbox or litigation hold for this mailbox. For more information, see:

    Phone & Voice Features   Use this section to configure Exchange ActiveSync for mobile devices or enable Unified Messaging. For more information, see:

  3. When you're finished, click Save to keep your changes or click Cancel to close the dialog box.

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