Send on Behalf and Send As
Send on Behalf and Send As are similar in fashion. Send on Behalf will allow a user to send as another user while showing the recipient that it was sent from a specific user on behalf of another user. What this means, is that the recipient is cognitive of who actually initiated the sending message, regardless of who it was sent on behalf of. This may not be what you are looking to accomplish. In many cases, you may want to send as another person and you do not want the recipient to be cognitive about who initiated the message. Of course, a possible downside to this, is that if the recipient replies, it may go to a user who did not initiate the sent message and might be confused depending on the circumstances. Send As can be useful in a scenario where you are sending as a mail-enabled distribution group. If someone replies, it will go to that distribution group which ultimately gets sent to every user who is a part of that distribution group. This article will explains how to use both methods.
Send on Behalf
There are three ways to configure Send on Behalf. The first method is by using Outlook Delegates which allows a user to grant another user to Send on Behalf of their mailbox. The second method is having an Exchange Administrator go into the Exchange Management Shell (EMS) and grant a specific user to Send on Behalf of another user. The third and final method is using the Exchange Management Console (EMC).
Outlook Delegates
There are major steps in order to use Outlook Delegates. The first is to select the user and add him as a delegate. You then must share your mailbox to that user.
- Go to Tools and choose Options
- Go to the Delegates Tab and click Add
- Select the user who wish to grant access to and click Add and then Ok
Note: There are more options you can choose from once you select OK after adding that user. Nothing in the next window is necessary to grant send on behalf.
- When back at the main Outlook window, in the Folder List, choose your mailbox at the root level. This will appear as Mailbox – Full Name
- Right-click and choose Change Sharing Permissions
- Click the Add button
- Select the user who wish to grant access to and click Add and then Ok
- In the permissions section, you must grant the user at minimum, Non-editing Author.
Exchange Management Shell (EMS)
This is a fairly simple process to complete. It consists of running only the following command and you are finished. The command is as follows:
Set-Mailbox UserMailbox -GrantSendOnBehalfTo UserWhoSends
Exchange Management Console (EMC)
- Go to Recipient Management and choose Mailbox
- Choose the mailbox and choose Properties in Action Pane
- Go to the Mail Flow Settings Tab and choose Delivery Options
- Click the Add button
- Select the user who wish to grant access to and click Add and then Ok
Send As
As of Exchange 2007 SP1, there are two ways to configure SendAs. The first method is having an Exchange Administrator go into the Exchange Management Shell (EMS) and grant a specific user to SendAs of another user. The second and final method (added in SP1) is using the Exchange Management Console (EMC).
Exchange Management Shell (EMS)
The first method is to grant a specific user the ability to SendAs as another user. It consists of running only the following command and you are finished. The command is as follows:
Add-ADPermission UserMailbox -ExtendedRights Send-As -user UserWhoSends
Exchange Management Console (EMC)
- Go to Recipient Management and choose Mailbox
- Choose the mailbox and choose Manage Send As Permissions in Action Pane
- Select the user who wish to grant access to and click Add and then Ok
Miscellaneous Information
No “From:” Button
In order for a user to Send on Behalf or Send As another user, their Outlook profile must be configured to show a From: button. By default, Outlook does not show the From: button. In order to configure a user’s Outlook profile to show the From: button:
Replies
If you are sending as another user, the recipient user might reply. By default, Outlook is configured to set the reply address to whoever is configured as the sending address. So if I am user A sending on behalf of user B, the reply address will be set to user B. If you are the user initiating the sending message, you can configure your Outlook profile to manually configure the reply address.
Conflicting Methods
If you are configuring Send on Behalf permissions on the Exchange Server, ensure that the user is not trying to use the Outlook delegates at the same time. Recently, at a client, I was given the task to configure Send As as well as Send on Behalf. As I was configuring Send As on the server, I found out that the client was attempting to use Outlook Delegates at the same time. Send As would not work. Once the user removed the user from Outlook Delegates and removed permissions for that user at the root level of your mailbox that appears as Mailbox – Full Name, Send As began to work. So keep in mind, if you are configuring Send As or Send on Behalf, use only one method for a specific user.
Elan Shudnow :: Aug.12.2007 :: Exchange :: 20 Comments »
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Can we setup ” send behalf on ” for a distribution group.
Thanks
Usman
You can use the Set-DistributionGroup with the -GrantSendOnBehalfTo
I thought your post was going to be the answer to my problem but I am still having an issue similar to what you describe in the “Conflicting Methods” section.
I have a mailbox “Account Payable” that I want want a few users to send “On Behalf of”. I have given the Send On Behalf, Send As and Full permission to those users but if I send it comes as “On Behalf of”. If I take the On Behalf Of permission away, the user i no longer able to even send FROM that mailbox.
I’m not sure how to solve the issue.
Hope you can help.
Use the Get-ADPermission for the mailbox and make sure there are no explicitly set denies that would prevent SendAs from working. I’ve had explicit denies cause issues with FullAccess before so it may be the case with you for SendAs.
I have a slightly different issue – there are no Send As rights set, yet Administrators have the right to Send As – do you know if this is the default behaviour on Exchange, or is it switched on/off somewhere?
This is not the default behavior. There has to be SendAs rights somewhere that someone added.
thanks, I think it’s been added in AD. I’d expect that to show in Exchange Management Console but seems like it doesn’t!
If it’s not added within the Exchange Management Console, it won’t show. Even if it’s added in the Exchange Management Shell, it won’t show in the Exchange Management Console. It is definitely something I’d like to see changed so the EMC will show it regardless of where you added it.
My problem is like this:
Domain A
Domain B
Domain B is trusted by Domain A (domainB.DomainA.local)
The exchange server resides in Domain A and some users reside in Domain B
When a user logs in with the account from Domain B they can’t send out mail.
I did the following:
Add-MailboxPermission testmbx -AccessRights FullAccess -user jaredz
Set-Mailbox testmbx -GrantSendOnBehalfTo jaredz
Add-ADPermission testmbx -ExtendedRights Send-As -user jaredz
Add-ADPermission user -User “DomainB\User” -Extendedrights “Send As”
“Set-Mailbox “USER” -GrantSendOnBehalfTo “DomainB\User”
But i’m still getting the you are not allowed because you are trying to send on behalf of another sender….
any ideas?
Just thought I’d share this…
Exchange will cache information for two hours. So if you set Send-As permissions, it could take upto 2 hours for it take effect. There is a registry key to shorten this interval “Mailbox Information Cache Age Limit” but it requires a Store restart to take effect.
Hope this helps someone.
I am a team lead for an IT help desk. We have a lot of users who use shared e-mail boxes, but many are physicians and their staff who communicate with patients who are not within Exchange. One issue we are seeing that I can’t seem to resolve is this:
Dr. A and Margaret (his nurse) are members of the Osteo shared mailbox within our hospital setting. Delegation has been set up for them correctly.
Patient Jones (outside Exchange) sends an e-mail to Osteo shared mailbox.
Margaret picks up the e-mail from the shared e-mail box and replies to Patient Jones FROM that shared e-mail box’s inbox.
Patient Jones receives e-mail that is NOT ‘On Behalf of” the Osteo shared mailbox, but is FROM Margaret’s individual Outlook account.
Patient Jones replies, but the default To: entry is Margaret’s individual Outlook account, and not to the Osteo shared mailbox.
Patient Jones is now confused as to who to send the e-mail to & Dr A & Margaret are not able to easily communicate and are frustrated.
‘On Behalf Of’ DOES work correctly for this e-mail box when it communicates with another e-mail account WITHIN Exchange. It quits working correctly when sending to an e-mail account outside Exchange Server.
Can you help me understand what’s going on? Thanks.
I tried the Send-As with a distribution group. Active Directory showed the permission in place. Reapplying the setting in EMS indicated the permission was already in place. Exchange kicked back an error that I was not permitted to Send-As this distribution group. I waited hours, then overnight, and the error persisted.
I had followed a link to Microsoft, which read: “Also, before you perform this procedure, be aware that you cannot send e-mail messages on behalf of a mailbox if the mailbox is hidden from address lists.” Me, I had hidden my distribution list. Revealing the distribution list allowed me to Send-As…
Thank you for your posting. I appreciate it.
What happens then when you create a new meeting ?
Say, user B has got send-as rights on user A mailbox.
User B opens user A mailbox and create a new meeting within it.
How will be indicated:
- the meeting organizer
- the sender of the mail sent to the invitees ?
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Hi Elan,
I’m still having issues with the “Send As” permissions.
It does not matter what I do, I cannot any of my users to send as. I can get them to send on behalf and I can grant them full access to a mailbox so that they can open it within Outlook 2003 or 2007 but Exchange 2007 will not let me grant “Send As”.
Actually the only person that can “Send As” is me. I can “Send As” anyone as I am the Exchange Admin.
I follwoed your suggestion and ran the Get-AdPermission but it did not give me any further insight on the issue.
I looked to ensure that there was no conflict between “Send As” and “Send On Behalf” but the users that did not have “Send On Behalf” permissions but that had the “Send As” could not do either. For the users that had both, they could only “Send On Behalf Of” and the users that had only “Send On Behalf Of”, well they can in fact “Send On Behalf Of”.
I’m not sure why this is not working. Some people say that it might take up to 2 hours for the Cached info to get refreshed but I have left it overnight and no success…
Any more help from anyone would be greatly appreciated.
Not sure other than my conflicting methods. Just curious, but why haven’t you called Microsoft Support by now?
Here is a handy powershell command I found for enabling multiple users permission to send on behalf of
set-mailbox “mail-box-name” -GrantSendOnBehalfto “Alex Smith”,”Sarah Smith”,”Michael Smith”
Cheers
You can try giving the user full mailbox access in active directory. Find the account for the mailbox and on the Exchange Advanced tab click on Mailbox rights. I would grant full mailbox rights.