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Active Roles 8.1.3 - Web Interface User Guide

Getting Started Web Interface Basics Performing Management Tasks
Managing your personal account Managing Active Directory objects Running an automation workflow Managing temporal group memberships Managing Azure AD, Microsoft 365, and Exchange Online objects
Managing cloud-only Azure contacts Managing Hybrid AD users
Creating a new Azure AD user with the Web Interface Viewing or updating the Azure AD user properties with the Web Interface Viewing or modifying the manager of a hybrid Azure user Disabling an Azure AD user Enabling an Azure AD user Deprovisioning of an Azure AD user Undo deprovisioning of an Azure AD user Adding an Azure AD user to a group Removing an Azure AD user from a group View the change history and user activity for an Azure AD user Deleting an Azure AD user with the Web Interface Creating a new hybrid Azure user with the Active Roles Web Interface Converting an on-premises user with an Exchange mailbox to a hybrid Azure user Licensing a hybrid Azure user for an Exchange Online mailbox Viewing or modifying the Exchange Online properties of a hybrid Azure user Creating a new Azure AD user with Management Shell Updating the Azure AD user properties with the Management Shell Viewing the Azure AD user properties with the Management Shell Delete an Azure AD user with the Management Shell Assigning Microsoft 365 licenses to new hybrid users Assigning Microsoft 365 licenses to existing hybrid users Modifying or removing Microsoft 365 licenses assigned to hybrid users Updating Microsoft 365 licenses display names Microsoft 365 roles management for hybrid environment users
Managing Hybrid AD groups Managing Microsoft 365 Groups Managing cloud-only distribution groups Managing cloud-only dynamic distribution groups Managing Azure security groups Managing cloud-only Azure users Managing cloud-only Azure guest users Managing cloud-only Azure contacts Viewing or modifying the Exchange Online properties of a remote mailbox Managing room mailboxes Managing cloud-only shared mailboxes Deleting or changing the remote mailbox of an on-premises user
Managing AD LDS data Managing computer resources Restoring deleted objects
Using Approval workflows Glossary

Viewing or modifying the advanced email settings of a shared mailbox

You can view or modify the advanced email settings of a shared mailbox with the Advanced Email Settings option of the Active Roles Web Interface.

To view or modify the advanced email settings of a shared mailbox

  1. Navigate to Directory Management > Tree > Azure > <azure-tenant-name> > Shared Mailboxes.

    Figure 65: Shared Mailboxes — Listing the shared mailboxes in the Azure tenant

  2. Select the shared mailbox whose advanced email settings you want to view or modify.

  3. Click Advanced Email Settings.

  4. In Advanced Email Settings, set the following advanced email settings of the shared mailbox:

    • Send as

      Only the users in the Send as list have permission to send emails from this shared mailbox that will appear as emails sent by the owner of the mailbox.

      • To add users to the Send as list, click Add, select the users and click OK.

      • To remove users from the Send as list, select the users and click Remove.

    • Read and manage (Full control)

      Only the users in the Read and manage list have full administrator access to the shared mailbox.

      • To add users to the Read and manage list, click Add, select the users and click OK.

      • To remove users from the Read and manage list, select the users and click Remove.

    • Mailbox archive (default: selected)

    • Convert mailbox from shared to regular (default: not selected)

      NOTE: After you convert a mailbox from shared to regular, you can only convert it back to shared in the Exchange admin center.

    • Litigation hold (default: not selected)

      Litigation hold places all contents of the shared mailbox on hold. For more information on litigation hold, see In-Place Hold and Litigation Hold in the Microsoft Exchange Online documentation.

      NOTE: To place an Exchange Online mailbox on litigation hold, it must be assigned an Exchange Online Plan 2 license.

      • Date hold created: You cannot modify this value because it is filled automatically.

      • Hold started by: You cannot modify this value because it is filled automatically.

      • (Optional) Hold duration (days). Leave blank for no limit: Enter the number of days. For example: 180.

      • (Optional) Note (visible to the user): Enter a customized message for users about the litigation hold that will appear in Outlook.

      • (Optional) Web page with more information for the user: If your organization has an internal website about litigation hold practices, enter its URL.

  5. To apply your changes, click Save.

Viewing or modifying the policy settings of a shared mailbox

You can view or modify the policies available in your Azure Active Directory (Azure AD) environment for a shared mailbox with the Policy Settings option of the Active Roles Web Interface.

Prerequisites

NOTE: To modify the default policy settings, you must run PowerShell command Enable-OrganizationCustomization for the Azure tenant of the shared mailbox. It can take up to 10-15 minutes for the command to take effect before you can save the policy changes.

To view or modify policy settings of a shared mailbox

  1. Navigate to Directory Management > Tree > Azure > <azure-tenant-name> > Shared Mailboxes.

    Figure 66: Shared Mailboxes — Listing the shared mailboxes in the Azure tenant

  2. Select the shared mailbox whose policy settings you want to view or modify.

  3. In Policy Settings, select the following policies available in your Azure AD environment for the shared mailbox:

    • Sharing policy: Sets how users can share information with other users in your organization.

    • Role assignment policy: Sets the permissions assigned to the users of the shared mailbox.

    • Retention policy: Sets the time period in which users can manage email in the shared mailbox.

    • Address book policy: Sets the default address book in your organization.

  4. To apply your changes, click Save.

Configuring the distribution group membership of a shared mailbox

You can configure and view the Azure group membership(s) of a shared mailbox with the Azure Member Of option of the Active Roles Web Interface. You can:

  • View the existing distribution group membership(s) of the shared mailbox.

  • Add or remove the shared mailbox to or from the selected Azure distribution group(s).

NOTE: In the Active Roles Web Interface, you can add shared mailboxes to Azure distribution groups only, but you cannot add them to Azure O365 groups or Azure security groups. You can add a shared mailbox to an Azure O365 group or Azure security group in the Microsoft 365 admin center.

To add or remove an existing shared mailbox to or from a distribution group

  1. Navigate to Directory Management > Tree > Azure > <azure-tenant-name> > Shared Mailboxes.

    Figure 67: Shared Mailboxes — Listing the shared mailboxes in the Azure tenant

  2. Select the shared mailbox whose membership you want to view or configure.

  3. Click Azure Member Of. The list of Azure distribution groups where the shared mailbox has a membership appears.

  4. To add the shared mailbox to a new Azure distribution group of the Azure tenant, click Add.

  5. Select the distribution group(s) you want the shared mailbox to be a member of, and click OK.

  6. To remove the shared mailbox from any distribution group(s), in Azure Member Of, select the group(s), click Remove, and click OK.

Viewing the change history of a shared mailbox

You can view the change history of a shared mailbox in the selected Azure tenant with the Change History option of the Active Roles Web Interface.

To view the change history of a shared mailbox

  1. Navigate to Directory Management > Tree > Azure > <azure-tenant-name> > Shared Mailboxes.

    Figure 68: Shared Mailboxes — Listing the shared mailboxes in the Azure tenant

  2. Select the shared mailbox whose change history you want to view.

  3. Click Change History.

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