You can set up rules for the emails that Exchange Online mailboxes send or receive in the organization with the Exchange Online Properties > Mail Flow Settings tab of the Active Roles Web Interface. Active Roles supports setting up two types of rules:
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Message size settings, specifying the size of the emails that the guest user can send or receive.
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Email delivery and forwarding settings, allowing the guest user to send emails on behalf of a specified group, or have their received emails automatically forwarded to an additional specified address.
Such mail flow settings are typically configured if the organization enforces specific email messaging policies for users and guest users.
NOTE: You can configure the Exchange Online properties for both hybrid users and cloud-only users. The process is identical for both types of users, but you can access them from different locations under the Console tree in the Active Roles Web Interface.
To configure the mail flow settings for an Exchange Online mailbox
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In the Active Roles Web Interface, choose if you want to configure the settings for cloud-only Azure users or hybrid Azure users:
- To configure mail flow settings for hybrid Azure users, navigate to Directory Management > Tree View > Active Directory, and select the Organizational Unit (OU) of the hybrid user that you want to modify.
- To configure mail flow settings for cloud-only Azure users (or Azure guest users), navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Users (or Azure Guest Users).
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From the list in the middle pane, select the hybrid Azure user, cloud-only Azure user or Azure guest user that you want to update.
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To open the Exchange Online properties of the selected user, click Exchange Online Properties on the right pane.
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To open the mail flow settings, click the Mail Flow Settings tab.
Figure 6: Exchange Online Properties > Mail Flow Settings — Configuring the message size and forwarding settings of an Exchange Online mailbox
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Select Message Size Restrictions, and click Properties.
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Configure the size of the emails (in KB) that are sent or received by the mailbox. By default, both the Sending message size and the Receiving message size settings use the default limit of the Azure tenant.
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To apply your changes and close the Message Size Restrictions dialog, click Save.
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Select Delivery Options, and click Properties to configure the following email delivery and forwarding settings.
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Send on behalf: When configured, the mailbox can send emails on behalf of the specified mailbox or group.
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Forwarding address: When configured, the emails received by the mailbox are always forwarded to the specified email address.
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None: No forwarding address is set.
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Forward to: You can either enter the address manually, or click the Browse from domain button.
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To deliver messages to both the forwarding address and the mailbox, select the corresponding check box.
IMPORTANT: Consider the following when selecting the Forward to field:
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If you are configuring mail flow settings for a hybrid user, use the email address that is hosted on Azure AD instead of the on-premises email address.
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If you click Browse from domain, you can only select the same type of user that you are currently configuring. For example, if you configure a hybrid user, you can only select hybrid user addresses.
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One Identity does not recommend specifying a cloud-only forwarding address for a hybrid user. This is because in addition to Azure users, hybrid users also exist as on-premises users within Active Roles. If you want to forward emails to cloud-only addresses, configure mail flow settings for cloud-only users instead.
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To apply any changes you made in the Delivery Options dialog, click Save.
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To close the Exchange Online Properties window, click Close.
You can set up an Exchange Online mailbox as a shared mailbox in the Exchange Online Properties > Delegation tab of the Active Roles Web Interface. This is typically performed if the configured email account is used as a group account, such a common support or information email address.
The Active Roles Web Interface supports granting Send as and Full access permissions to the specified users and guest users. For more information on shared mailboxes and these permissions, see Shared mailboxes in Exchange Online in the Microsoft Exchange documentation.
NOTE: You can configure the Exchange Online properties for both hybrid users and cloud-only users. The process is identical for both types of users, but you can access them from different locations under the Console tree in the Active Roles Web Interface.
To configure the email delegation settings of an Exchange Online mailbox
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In the Active Roles Web Interface, choose if you want to configure the settings for cloud-only Azure users or hybrid Azure users:
- To configure mail flow settings for hybrid Azure users, navigate to Directory Management > Tree View > Active Directory, and select the Organizational Unit (OU) of the hybrid user that you want to modify.
- To configure mail flow settings for cloud-only Azure users (or Azure guest users), navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Users (or Azure Guest Users).
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From the list in the middle pane, select the hybrid Azure user, cloud-only Azure user or Azure guest user that you want to update.
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To open the Exchange Online properties of the selected user, click Exchange Online Properties on the right pane.
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To open the delegation settings, click the Delegation tab.
Figure 7: Exchange Online Properties > Delegation — Accessing the email account delegation settings of an Exchange Online mailbox
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To delegate Send as permission to a single user or multiple users, click Add under the Send As list.
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Select the user that you want to grant Send as rights for the email address, then click OK.
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To delegate Full Access permission to a single user or multiple users click Add... under the Full Access list.
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Select the user that you want to grant Full Access rights for the email address, then click OK.
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To remove a delegated user either from the Send As or Full Access list, click Remove and select the user that you want to revoke the permission from.
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To apply your changes, click Save, then Close.
You can add, edit or remove email addresses to or from an Exchange Online mailbox in the Exchange Online Properties > General tab of the Active Roles Web Interface. Adding, editing, or removing email addresses is typically required in case of organizational changes (for example, the mailbox user is assigned to a new project, or the contract of a guest user ends within the organization).
NOTE: You can configure the Exchange Online properties for both hybrid users and cloud-only users. The process is identical for both types of users, but you can access them from different locations under the Console tree in the Active Roles Web Interface.
To add a new email address to an Exchange Online mailbox
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In the Active Roles Web Interface, choose if you want to configure the settings for cloud-only Azure users or hybrid Azure users:
- To configure mail flow settings for hybrid Azure users, navigate to Directory Management > Tree View > Active Directory, and select the Organizational Unit (OU) of the hybrid user that you want to modify.
- To configure mail flow settings for cloud-only Azure users (or Azure guest users), navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Users (or Azure Guest Users).
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From the list in the middle pane, select the hybrid Azure user, cloud-only Azure user or Azure guest user that you want to update.
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To open the Exchange Online properties of the selected user, click Exchange Online Properties on the right pane.
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To open the email address settings, click the General tab.
Figure 8: Exchange Online Properties > General — Accessing the email account settings of an Exchange Online mailbox
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Click Add. The E-mail Address dialog opens.
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From the E-mail address type list, select the email account type applicable to your organization.
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In the E-mail address text box, specify the address of the new account.
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To apply your changes and create the new email account, click OK.
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To close the Exchange Online Properties window, click Close.
To edit an existing email address of an Exchange Online mailbox
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In the Active Roles Web Interface, choose if you want to configure the settings for cloud-only Azure users or hybrid Azure users:
- To configure mail flow settings for hybrid Azure users, navigate to Directory Management > Tree View > Active Directory, and select the Organizational Unit (OU) of the hybrid user that you want to modify.
- To configure mail flow settings for cloud-only Azure users (or Azure guest users), navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Users (or Azure Guest Users).
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From the list in the middle pane, select the hybrid Azure user, cloud-only Azure user or Azure guest user that you want to update.
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To open the Exchange Online properties of the selected user, click Exchange Online Properties on the right pane.
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To open the email address settings, click the General tab.
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To open the settings of an email address, select the email address, then click Edit....
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In the E-mail address text box, modify the current email address.
NOTE: You cannot modify the E-mail address type of an existing email account. You can only change the name of the existing address.
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To apply your changes, click OK.
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To close the Exchange Online Properties window, click Close.
To remove an existing email address of an Exchange Online mailbox
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In the Active Roles Web Interface, choose if you want to configure the settings for cloud-only Azure users or hybrid Azure users:
- To configure mail flow settings for hybrid Azure users, navigate to Directory Management > Tree View > Active Directory, and select the Organizational Unit (OU) of the hybrid user that you want to modify.
- To configure mail flow settings for cloud-only Azure users (or Azure guest users), navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Users (or Azure Guest Users).
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From the list in the middle pane, select the hybrid Azure user, cloud-only Azure user or Azure guest user that you want to update.
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To open the Exchange Online properties of the selected user, click Exchange Online Properties on the right pane.
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To open the email address settings, click the General tab.
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In the E-mail addresses list, select the address you want to remove.
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Click Remove and confirm deleting the email address.
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To close the Exchange Online Properties window, click Close.
You can enable or disable various Exchange Online mailbox features for an Exchange Online mailbox (such as Outlook Mobile Access or support for messaging protocols like IMAP4 or POP3) in the Exchange Online Properties > Mailbox Features tab of the Active Roles Web Interface. This is typically required if the organization supports specific applications and protocols for its Exchange Online mailboxes.
NOTE: You can configure the Exchange Online properties for both hybrid users and cloud-only users. The process is identical for both types of users, but you can access them from different locations under the Console tree in the Active Roles Web Interface.
To enable or disable Exchange Online mailbox features for an Exchange Online mailbox
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In the Active Roles Web Interface, choose if you want to configure the settings for cloud-only Azure users or hybrid Azure users:
- To configure mail flow settings for hybrid Azure users, navigate to Directory Management > Tree View > Active Directory, and select the Organizational Unit (OU) of the hybrid user that you want to modify.
- To configure mail flow settings for cloud-only Azure users (or Azure guest users), navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Users (or Azure Guest Users).
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From the list in the middle pane, select the hybrid Azure user, cloud-only Azure user or Azure guest user that you want to update.
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To open the Exchange Online properties of the selected user, click Exchange Online Properties on the right pane.
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To open the mailbox feature settings, click the Mailbox Features tab.
Figure 9: Exchange Online Properties > Mailbox Features — Configuring mailbox features for an Exchange Online mailbox
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Select the Exchange Online mailbox feature that you want to enable or disable:
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Outlook Mobile Access: Enables or disables the Outlook Mobile Access (OMA) mobile browsing service for the mailbox. Enabling this settings allows the mailbox user use OMA on their mobile device to access their account.
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Exchange ActiveSync: Enables or disables the Exchange ActiveSync synchronization protocol for the mailbox. Enabling this setting allows the mailbox user synchronize their configured mobile device with their mailbox.
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Up-to-Date Notifications: Enables or disables the Up-to-date (UTD) feature notifications for the mailbox.
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Outlook Web App: Enables or disables access to the browser-based Outlook Web App for the mailbox user.
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MAPI, IMAP4, POP3: Enables or disables support for the MAPI, IMAP4 or POP3 protocols for the mailbox user. If MAPI is enabled, the mailbox user can access their mailbox through the Outlook desktop app (or other MAPI clients). If IMAP4 or POP3 is enabled, they are also able to access their mailbox with any IMAP4 or POP3 email client.
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Archive: Enables or disables the archive mailbox feature for the mailbox.
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Click Enable to enable the selected mailbox feature, or Disable to disable it.
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To finish the configuration, click Close.
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To close the Exchange Online Properties window, click Close.
