Manage user mailboxes in Exchange Online

Important

Effective from December 2022, the classic Exchange Admin Center will be deprecated for worldwide customers. Microsoft recommends using the new Exchange Admin Center, if not already doing so.

While most of the features have been migrated to new EAC, some have been migrated to other admin centers and remaining ones will soon be migrated to New EAC. Find features that are not yet there in new EAC at Other Features or use Global Search that will help you navigate across new EAC.

After you create a user mailbox, you can make changes and set additional properties by using the new Exchange admin center (EAC) or Exchange Online PowerShell.

What do you need to know before you begin?

Tip

Having problems? Ask for help in the Exchange forums. Visit the forums at Exchange Online or Exchange Online Protection.

Use the new EAC to configure user mailbox properties

  1. In the new EAC, go to Recipients > Mailboxes.

The user mailboxes and shared mailboxes tabs (of the Classic EAC) under Recipients, are now merged into a single tab, Mailboxes. On clicking the Mailboxes tab, you can view the shared and user mailboxes under one list view. On top of the list of shared and user mailboxes, the following options are provided:

  • Add a shared mailbox: Use this option to create a new shared mailbox. The new EAC allows you to create only shared mailboxes. If you want to create a user mailbox, you have to use the Microsoft 365 admin center or Exchange Online PowerShell. However, after Exchange Online mailboxes are created, you can manage them using the new EAC.
    • Set default message size restrictions: Use this option to set a maximum size for messages that can be sent and received by the mailboxes in your organization. These settings are applied by default to the mailboxes you create.
  • Refresh: Use this option to refresh the mailbox list.
  • Export: Use this option to download a .csv file (excel sheet) with details of all the mailboxes.
  • Search: Use this option to search for any mailbox by entering the suitable keyword.
  • Filter: Use this detailed option for creating custom filters or using pre-defined filters.
  • Normal List and Compact List - The default view that you see when you open Mailboxes is the normal listing view. In the Compact List view, you can see more numbers of rows with reduced spaces in between.
  • When you select any mailbox by clicking on the radio button next to the display name (on any row), certain additional options are also available on top. If you are not able to view all the options, click the more options (...) menu.
    • Hide from address list: Select this option to prevent the recipient from appearing in the address book and other address lists that are defined in your Exchange organization. After you select this option, users can still send messages to the recipient by using the email address.
    • Edit contact information: Select this option to edit the contact information.
    • Manage mailbox delegation: Select this option to assign permissions to other users (also called delegates) to allow them to sign in to the user's mailbox or send messages on behalf of the user. For more information, see the section on "Mailbox permissions" explained later on in this topic.
    • Recover deleted items: Administrators can search for and recover deleted email messages in a user's mailbox. This includes items that are permanently deleted (purged) by a person by using the Recover Deleted Items feature in Outlook or Outlook on the web (formerly known as Outlook Web App), or items deleted by an automated process, such as the retention policy assigned to user mailboxes. In these situations, the purged items can't be recovered by a user. But administrators can recover purged messages if the deleted item retention period for the item hasn't expired. Administrators can search for deleted items based on Time or Subject Line or Item type.
    • Convert to shared mailbox: Select this option to convert a mailbox from regular to shared.
    • Edit email address: Select this option to change the user's email information.
    • Refresh: Select this option to refresh the Mailboxes list.
  1. In the list of user mailboxes, click the mailbox that you want to change the properties for. A display pane is shown for the selected user mailbox.

  2. On this page, the user can change the Mailbox and Account settings.

  3. Use the Mailbox settings for changing any of the following properties.

    • Email addresses
    • Mailbox permissions
    • Mail flow settings
    • Mailbox policies
    • More actions
    • Automatic replies
    • Email apps
    • Mailbox Usage
  4. Use the Account settings to edit the contact/organization information.

Email Addresses

Use the Email Addresses section to view or change the email addresses associated with the user mailbox.

By clicking the Manage email address types link, you can view all the email addresses associated with the user mailbox. The primary SMTP address (also known as the default reply address) is displayed in bold text in the address list.

Add email address type: Click Add Icon. Add email address type to add a new email address for this mailbox. Select one of following address types:

  • SMTP: This is the default address type. Click this button and then type the new SMTP address in the Email address*: box.

  • Enter a custom address type: Click this button and type one of the supported non-SMTP email address types in the Email address*: box.

    Note

    With the exception of X.400 addresses, Exchange doesn't validate custom addresses for proper formatting. You must make sure that the custom address you specify complies with the format requirements for that address type.

  • Make this the reply address: In Exchange Online, you can select this check box to make the new email address the primary SMTP address for the mailbox. This check box isn't available in the EAC in Exchange Server.

Mail flow settings

Use the Mail flow settings section for default message size and delivery settings.

By clicking the Manage mail flow settings link, you can set the following options:

  • Email forwarding: Click the Edit button and turn the Email forwarding option to ON/OFF. Email forwarding lets you set up a mailbox to forward email messages sent to that mailbox to another user's mailbox in or outside of your organization.
  • Message size restriction: These settings control the size of messages that the user can send and receive. Click the Edit button and set a maximum size for messages sent and received by this mailbox.
  • Message delivery restriction: Message delivery restrictions are useful to control who can send messages to users in your organization. For example, you can configure a mailbox to accept or reject messages sent by specific users, or to accept messages only from users in your Exchange organization. Click the Edit button and set the message delivery restrictions.

Mailbox permissions

Use the Mailbox permissions section to assign permissions to other users (also called delegates) to allow them to sign in to the user's mailbox or send messages on behalf of the user. By clicking the Mailbox permissions link, you can assign the following permissions:

  • Send As: This permission allows users other than the mailbox owner to use the mailbox to send messages. After this permission is assigned to a delegate, any message that a delegate sends from this mailbox will appear as if it was sent by the mailbox owner. However, this permission doesn't allow a delegate to sign in to the user's mailbox.
  • Send on behalf: This permission also allows a delegate to use this mailbox to send messages. However, after this permission is assigned to a delegate, the From: address in any message sent by the delegate indicates that the message was sent by the delegate on behalf of the mailbox owner.
  • Read and manage: This permission allows a delegate to sign in to the user's mailbox and view the contents of the mailbox. However, after this permission is assigned to a delegate, the delegate can't send messages from the mailbox. To allow a delegate to send email from the user's mailbox, you still have to assign the delegate the Send As or the Send on Behalf Of permission.

To assign permissions to delegates, click on the Edit button next to the appropriate permission. By clicking Add Icon. Add permissions, you can view a list of all recipients in your Exchange organization that can be assigned the permission. Select the recipients you want, add them to the list, and then click Save. You can also search for a specific recipient by typing the recipient's name in the search box.

Mailbox policies

Use the Mailbox policies section to apply default mailbox policies for the organization. On clicking Manage mailbox policies, you can view or change the mailbox policies. Click Edit icon. and change the following mailbox policies.

  • Sharing policy: This box shows the sharing policy applied to the mailbox. A sharing policy controls how users in your organization can share calendar and contact information with users outside your Exchange organization. The default sharing policy is assigned to mailboxes when they are created. To change the sharing policy that's assigned to the user, select a different one from the drop-down list.
  • Role assignment policy: This box shows the role assignment policy assigned to the mailbox. The role assignment policy specifies the role-based access control (RBAC) roles that are assigned to the user and control what specific mailbox and distribution group configuration settings users can modify. To change the role assignment policy that's assigned to the user, select a different one from the drop-down list.
  • Retention policy: This box shows the retention policy assigned to the mailbox. A retention policy is a group of retention tags that are applied to the user's mailbox. They allow you to control how long to keep items in users' mailboxes and define what action to take on items that have reached a certain age. A retention policy isn't assigned to mailboxes when they are created. To assign a retention policy to the user, select one from the drop-down list.
  • Address book policy: This box shows the address book policy applied to the mailbox. An address book policy allows you to segment users into specific groups to provide customized views of the address book. To apply or change the address book policy applied to the mailbox, select one from the drop-down list.

More actions

Use the More actions section to do the following changes:

  • Convert to shared mailbox: Use this option to convert a mailbox from regular to shared.

  • Manage litigation hold: This feature is disabled by default. Litigation hold preserves deleted mailbox items and records changes made to mailbox items. Deleted items and all instances of changed items are returned in a discovery search.Turn ON the Litigation hold option to put the mailbox on litigation hold. If the mailbox is on litigation hold, turn OFF the Litigation hold option to remove the litigation hold. Mailboxes on litigation hold are inactive mailboxes and can't be deleted. To delete the mailbox, remove the litigation hold. If the mailbox is on litigation hold, click Litigation hold to view and change the following litigation hold settings:

    • Date hold created: This read-only box indicates the date and time when the mailbox was put on litigation hold. It is NULL by default.

    • Hold started by: This read-only box indicates the user who put the mailbox on litigation hold.

    • Hold duration (days). Leave blank for no limit. - Enter the hold duration in days.

    • Note (visible to the user): Use this box to notify the user about the litigation hold, explain why the mailbox is on litigation hold, or provide additional guidance to the user, such as informing them that the litigation hold won't affect their day-to-day use of email.

    • Web page with more information for the user: Use this box to provide a URL to a website that provides information or guidance about the litigation hold on the mailbox.

      Note

      The text from these boxes appears in the user's mailbox only if they are using Outlook 2010 or later versions. It doesn't appear in Outlook on the web or other email clients. To view the text from the Note and URL boxes in Outlook, click the File tab, and on the Info page, under Account Settings, you'll see the litigation hold comment.

  • Manage mailbox archive: Use this option to enable or disable the archive mailbox.

  • Set recipient limit: This setting controls the maximum number of recipients the user can send a message to. Specify the maximum number of recipients in the Maximum recipients text box. In Exchange Online, the limit is 500 recipients.

  • Recover deleted items: Administrators can search for and recover deleted email messages in a user's mailbox. This includes items that are permanently deleted (purged) by a person by using the Recover Deleted Items feature in Outlook or Outlook on the web (formerly known as Outlook Web App), or items deleted by an automated process, such as the retention policy assigned to user mailboxes. In these situations, the purged items can't be recovered by a user. But administrators can recover purged messages if the deleted item retention period for the item hasn't expired. Administrators can search for deleted items based on Time or Subject Line or Item type.

  • Custom attributes: Custom attributes are extension attributes that you can use to add information about a recipient for which there isn't an existing attribute. You can add a maximum of 15 custom attributes to a mailbox. Click Add Icon. Add custom attribute to add custom attributes.

Automatic replies

Use these settings to create automatic reply (Out of Office) messages. By clicking Manage automatic replies, you can turn ON the Automatic replies option.

Specify the following information:

  • Reply to all senders inside the organizations from this mailbox - Enter the automatic reply message in this text box.

Note

This field cannot be empty if automatic reply is on.

  • Send automatic replies to senders outside the organizations from this mailbox - Enable this check box to send automatic replies to senders outside the organizations from this mailbox. On enabling this check box, you can choose between the options, Only reply to senders in the mailbox's contact list or Reply to all senders. Enter the automatic reply message in the Reply to all senders outside the organizations from this mailbox text box.

Email apps

Use this section to apply the default settings for Outlook on the web, IMAP, POP3, MAPI applied. By clicking Manage email apps settings, you can set the default settings for the following:

  • Outlook on the web
  • Outlook desktop (MAPI)
  • Exchange web services
  • Mobile (Exchange ActiveSync)
  • IMAP
  • POP

Note

All these fields are enabled by default.

Mailbox Usage

The Mailbox Usage section displays the last time that the user signed in to their mailbox, the total size of the mailbox, and the percentage of the total mailbox quota that has been used. You can't change the Mailbox usage in this display pane. It is a read-only information for the admins.

Use the Classic EAC to change user mailbox properties

  1. In the Classic EAC, go to Recipients > Mailboxes.

  2. In the list of user mailboxes, click the mailbox that you want to change the properties for, and then click Edit Edit icon..

  3. On the mailbox properties page, you can change any of the following properties.

    • General
    • Mailbox Usage
    • Contact Information
    • Organization
    • Email Address
    • Mailbox Features
    • Member Of
    • MailTip
    • Mailbox Delegation

General

Use the General section to view or change basic information about the user.

  • First name, Initials, Last name

  • * Name: This is the name that's listed in Active Directory. If you change this name, it can't exceed 64 characters.

  • * Display name: This name appears in your organization's address book, on the To: and From: lines in email, and in the Mailbox list. This name can't contain empty spaces before or after the display name.

  • * Alias: This specifies the email alias for the user. The user's alias is the portion of the email address on the left side of the at (@) symbol. It must be unique in the forest.

  • * User ID: This is the name that the user uses to sign in to their mailbox and to log on to the domain. Typically the user logon name consists of the user's alias on the left side of the @ symbol, and the domain name in which the user account resides on the right side of the @ symbol.

  • Hide from address lists: Select this check box to prevent the recipient from appearing in the address book and other address lists that are defined in your Exchange organization. After you select this check box, users can still send messages to the recipient by using the email address.

    Click More options to view or change these additional properties:

  • Custom attributes: This section displays the custom attributes defined for the user mailbox. To specify custom attribute values, click Edit. You can specify up to 15 custom attributes for the recipient.

Mailbox Usage

Use the Mailbox Usage section to view or change the mailbox storage quota and deleted item retention settings for the mailbox. These settings are configured by default when the mailbox is created. They use the values that are configured for the mailbox database and apply to all mailboxes in that database. You can customize these settings for each mailbox instead of using the mailbox database defaults.

  • Last logon: This read-only box displays the last time that the user signed in to their mailbox.
  • Mailbox usage: This area shows the total size of the mailbox and the percentage of the total mailbox quota that has been used.

Note

To obtain the information that's displayed in the previous two boxes, the EAC queries the mailbox database that hosts the mailbox. If the EAC is unable to communicate with the Exchange store that contains the mailbox database, these boxes will be blank. A warning message is displayed if the user hasn't signed in to the mailbox for the first time.

Contact Information

Use the Contact Information section to view or change the user's contact information. The information on this page is displayed in the address book. Click More options to display additional boxes.

Tip

You can use the State/Province box to create recipient conditions for dynamic distribution groups, email address policies, or address lists.

Mailbox users can use Outlook or Outlook on the web (formerly known as Outlook Web App) to view and change their own contact information. But they can't change the information in the Notes and Web page boxes.

Organization

Use the Organization section to record detailed information about the user's role in the organization. This information is displayed in the address book. Also, you can create a virtual organization chart that is accessible from email clients such as Outlook.

  • Title: Use this box to view or change the recipient's title.
  • Department: Use this box to view or change the department in which the user works. You can use this box to create recipient conditions for dynamic distribution groups, email address policies, or address lists.
  • Company: Use this box to view or change the company for which the user works. You can use this box to create recipient conditions for dynamic distribution groups, email address policies, or address lists.
  • Manager: To add a manager, click Browse. In Select Manager, select a person, and then click OK.
  • Direct reports: You can't modify this box. A direct report is a user who reports to a specific manager. If you've specified a manager for the user, that user appears as a direct report in the details of the manager's mailbox. For example, Kari manages Chris and Kate, so Kari's mailbox is specified in the Manager box of Chris's mailbox and Kate's mailbox, and Chris and Kate appear in the Direct reports box in the properties of Kari's mailbox.

Email Address

Use the Email Address section to add, view or change the email addresses associated with the user mailbox. This includes the user's primary SMTP address and any associated proxy addresses. The primary SMTP address (also known as the default reply address) is displayed in bold text in the address list, with the uppercase SMTP value in the Type column.

  • Add:

    1. Click Add Icon. Add email address type to add a new email address for this mailbox. Select one of following address types:

      • SMTP: This is the default address type. Click this button and then type the new SMTP address in the * Email address box.

      • Custom address type: Click this button and type one of the supported non-SMTP email address types in the * Email address box.

        Note

        With the exception of X.400 addresses, Exchange doesn't validate custom addresses for proper formatting. You must make sure that the custom address you specify complies with the format requirements for that address type.

      • Make this the reply address: In Exchange Online, you can select this check box to make the new email address the primary SMTP address for the mailbox. This check box isn't available in the EAC in Exchange Server.

    2. Click OK.

    3. Click Save.

  • Remove:

    1. Click Remove corresponding to the email address that you want to remove from the mailbox.

    2. Click Save.

Mailbox Features

Use the Mailbox Features section to view or change the following mailbox features and settings:

  • Sharing policy: This box shows the sharing policy applied to the mailbox. A sharing policy controls how users in your organization can share calendar and contact information with users outside your Exchange organization. The default sharing policy is assigned to mailboxes when they are created. To change the sharing policy that's assigned to the user, select a different one from the drop-down list.

  • Role assignment policy: This box shows the role assignment policy assigned to the mailbox. The role assignment policy specifies the role-based access control (RBAC) roles that are assigned to the user and control what specific mailbox and distribution group configuration settings users can modify. To change the role assignment policy that's assigned to the user, select a different one from the drop-down list.

  • Retention policy: This box shows the retention policy assigned to the mailbox. A retention policy is a group of retention tags that are applied to the user's mailbox. They allow you to control how long to keep items in users' mailboxes and define what action to take on items that have reached a certain age. A retention policy isn't assigned to mailboxes when they are created. To assign a retention policy to the user, select one from the drop-down list.

  • Address book policy: This box shows the address book policy applied to the mailbox. An address book policy allows you to segment users into specific groups to provide customized views of the address book. To apply or change the address book policy applied to the mailbox, select one from the drop-down list.

  • Mobile Devices: Use this section to view and change the settings for Exchange ActiveSync, which is enabled by default. Exchange ActiveSync enables access to an Exchange mailbox from a mobile device. Click Disable Exchange ActiveSync to disable this feature for the mailbox.

  • Outlook on the web: This feature is enabled by default. Outlook on the web enables access to an Exchange mailbox from a web browser. Click Disable to disable Outlook on the web for the mailbox. Click Edit details to add or change an Outlook on the web mailbox policy for the mailbox.

  • IMAP: This feature is enabled by default. Click Disable to disable IMAP for the mailbox.

  • POP3: This feature is enabled by default. Click Disable to disable POP3 for the mailbox.

  • MAPI: This feature is enabled by default. MAPI enables access to an Exchange mailbox from a MAPI client such as Outlook. Click Disable to disable MAPI for the mailbox.

  • Litigation hold: This feature is disabled by default. Litigation hold preserves deleted mailbox items and records changes made to mailbox items. Deleted items and all instances of changed items are returned in a discovery search. Click Enable to put the mailbox on litigation hold. If the mailbox is on litigation hold, click Disable to remove the litigation hold. Mailboxes on litigation hold are inactive mailboxes and can't be deleted. To delete the mailbox, remove the litigation hold. If the mailbox is on litigation hold, click Edit details to view and change the following litigation hold settings:

    • Hold date: This read-only box indicates the date and time when the mailbox was put on litigation hold.

    • Put on hold by: This read-only box indicates the user who put the mailbox on litigation hold.

    • Note: Use this box to notify the user about the litigation hold, explain why the mailbox is on litigation hold, or provide additional guidance to the user, such as informing them that the litigation hold won't affect their day-to-day use of email.

    • URL: Use this box to provide a URL to a website that provides information or guidance about the litigation hold on the mailbox.

      Note

      The text from these boxes appears in the user's mailbox only if they are using Outlook 2010 or later versions. It doesn't appear in Outlook on the web or other email clients. To view the text from the Note and URL boxes in Outlook, click the File tab, and on the Info page, under Account Settings, you'll see the litigation hold comment.

  • Archiving: If an archive mailbox doesn't exist for the user, this feature is disabled. To enable an archive mailbox, click Enable. If the user has an archive mailbox, the size of the archive mailbox and usage statistics are displayed. Click Edit details to view and change the following archive mailbox settings:

    • Status: This read-only box indicates whether an archive mailbox exists.

    • Database: This read-only box shows the name of the mailbox database that hosts the archive mailbox. This box isn't available in Exchange Online.

    • Name: Type the name of the archive mailbox in this box. This name is displayed under the folder list in Outlook or Outlook on the web.

    • Archive quota (GB): This box shows the total size of the archive mailbox.

    • Issue warning at (GB): This box shows the maximum storage limit for the archive mailbox before a warning is issued to the user. If the archive mailbox size reaches or exceeds the value specified, Exchange sends a warning message to the user.

      Note

      The archive quota and the issue warning quota for the archive mailbox can't be changed in Exchange Online.

  • Delivery Options: Use to forward email messages sent to the user to another recipient and to set the maximum number of recipients that the user can send a message to. Click View details to view and change these settings.

    • Forwarding address: Select the Enable forwarding check box and then click Browse to display the Select Mail User and Mailbox page. Use this page to select a recipient to whom you want to forward all email messages that are sent to this mailbox.
    • Deliver message to both forwarding address and mailbox: Select this check box so that messages will be delivered to both the forwarding address and the user's mailbox.
    • Recipient limit: This setting controls the maximum number of recipients the user can send a message to. Select the Maximum recipients check box to limit the number of recipients allowed in the To:, Cc:, and Bcc: boxes of an email message and then specify the maximum number of recipients. In Exchange Online, the limit is 500 recipients.
  • Message Size Restrictions: These settings control the size of messages that the user can send and receive. Click View details to view maximum size for sent and received messages.

    Note

    These settings can't be changed in Exchange Online.

  • Message Delivery Restrictions: These settings control who can send email messages to this user. Click View details to view and change these restrictions.

    • Accept messages from: Use this section to specify who can send messages to this user.
    • All senders: Select this option to specify that the user can accept messages from all senders. This includes both senders in your Exchange organization and external senders. This option is selected by default. This option includes external users only if you clear the Require that all senders are authenticated check box. If you select this check box, messages from external users will be rejected.
    • Only senders in the following list: Select this option to specify that the user can accept messages only from a specified set of senders in your Exchange organization. Click Add Add Icon. to display the Select Recipients page, which displays a list of all recipients in your Exchange organization. Select the recipients you want, add them to the list, and then click OK. You can also search for a specific recipient by typing the recipient's name in the search box and then clicking Search Search icon.
    • Require that all senders are authenticated: Select this option to prevent anonymous users from sending messages to the user.
    • Reject messages from: Use this section to block people from sending messages to this user.
    • No senders: Select this option to specify that the mailbox won't reject messages from any senders in the Exchange organization. This option is selected by default.
    • Senders in the following list: Select this option to specify that the mailbox will reject messages from a specified set of senders in your Exchange organization. Click Add Add Icon. to display the Select Recipients page, which displays a list of all recipients in your Exchange organization. Select the recipients you want, add them to the list, and then click OK. You can also search for a specific recipient by typing the recipient's name in the search box and then clicking Search Search icon.

Member Of

Use the Member Of section to view a list of the distribution groups or security groups to which this user belongs. You can't change membership information on this page. Note that the user may match the criteria for one or more dynamic distribution groups in your organization. However, dynamic distribution groups aren't displayed on this page because their membership is calculated each time they are used.

MailTip

Use the MailTip 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 boxes of a new email message.

Note

MailTips can include HTML tags, but scripts aren't allowed. The length of a custom MailTip can't exceed 175 displayed characters. HTML tags aren't counted in the limit.

Mailbox Delegation

Use the Mailbox Delegation section to assign permissions to other users (also called delegates) to allow them to sign in to the user's mailbox or send messages on behalf of the user. You can assign the following permissions:

  • Send As: This permission allows users other than the mailbox owner to use the mailbox to send messages. After this permission is assigned to a delegate, any message that a delegate sends from this mailbox will appear as if it was sent by the mailbox owner. However, this permission doesn't allow a delegate to sign in to the user's mailbox.

  • Send on Behalf Of: This permission also allows a delegate to use this mailbox to send messages. However, after this permission is assigned to a delegate, the From: address in any message sent by the delegate indicates that the message was sent by the delegate on behalf of the mailbox owner.

  • Full Access: This permission allows a delegate to sign in to the user's mailbox and view the contents of the mailbox. However, after this permission is assigned to a delegate, the delegate can't send messages from the mailbox. To allow a delegate to send email from the user's mailbox, you still have to assign the delegate the Send As or the Send on Behalf Of permission.

To assign permissions to delegates, click Add Add Icon. under the appropriate permission to display a page that displays a list of all recipients in your Exchange organization that can be assigned the permission. Select the recipients you want, add them to the list, and then click OK. You can also search for a specific recipient by typing the recipient's name in the search box and then clicking Search Search icon.

Use Exchange Online PowerShell to change user mailbox properties

Use the Get-Mailbox and Set-Mailbox cmdlets to view and change properties for user mailboxes. One advantage of using Exchange Online PowerShell is the ability to change the properties for multiple mailboxes. For information about what parameters correspond to mailbox properties, see the following topics:

Here are some examples of using Exchange Online PowerShell to change user mailbox properties.

This example shows how to forward Pat Coleman's email messages to Sunil Koduri's (sunilk@contoso.com) mailbox.

Set-Mailbox -Identity patc -DeliverToMailboxAndForward $true -ForwardingAddress sunilk@contoso.com

This example uses the Get-Mailbox command to find all user mailboxes in the organization, and then uses the Set-Mailbox command to set the recipient limit to 500 recipients allowed in the To:, Cc:, and Bcc: boxes of an email message.

Get-Mailbox -ResultSize unlimited -Filter "RecipientTypeDetails -eq 'UserMailbox'" | Set-Mailbox -RecipientLimits 500

This example uses the Get-Mailbox command to find all the mailboxes in the Marketing organizational unit, and then uses the Set-Mailbox command to configure these mailboxes. The custom warning, prohibit send, and prohibit send and receive limits are set to 200 megabytes (MB), 250 MB, and 280 MB respectively, and the mailbox database's default limits are ignored. This command can be used to configure a specific set of mailboxes to have larger or smaller limits than other mailboxes in the organization.

Get-Mailbox -OrganizationalUnit "Marketing" | Set-Mailbox -IssueWarningQuota 209715200 -ProhibitSendQuota 262144000 -ProhibitSendReceiveQuota 293601280 -UseDatabaseQuotaDefaults $false

This example uses the Get-Mailbox cmdlet to find all users in the Customer Service department, and then uses the Set-Mailbox cmdlet to change the maximum message size for sending messages to 2 MB.

Get-Mailbox -Filter "Department -eq 'Customer Service'" | Set-Mailbox -MaxSendSize 2097152

This example sets the MailTip translation in French and Chinese.

Set-Mailbox john@contoso.com -MailTipTranslations ("FR: C'est la langue française", "CHT: 這是漢語語言")

Bulk edit user mailboxes

You can use the EAC to change the properties for multiple user mailboxes. When you select two or more user mailboxes from the mailbox list in the EAC, the properties that can be bulk edited are displayed in the Details pane. When you change one of these properties, the change is applied to all selected mailboxes.

Here's a list of the user mailbox properties and features that can be bulk edited. Note that not all properties in each area are available to be changed.

  • Contact Information: Change shared properties such as street, postal code, and city name.
  • Organization: Change shared properties such as department name, company name, and the manager that the selected users report to.
  • Custom attributes: Change or add values for custom attributes 1 - 15.
  • Mailbox quota: Change the mailbox quota values and the retention period for deleted items. This isn't available in Exchange Online.
  • Email connectivity: Enable or disable Outlook on the web, POP3, IMAP, MAPI, and Exchange ActiveSync.
  • Archive: Enable or disable the archive mailbox.
  • Retention policy, role assignment policy, and sharing policy: Update the settings for each of these mailbox features.
  • Move mailboxes to another database: Move the selected mailboxes to a different database.
  • Delegate permissions: Assign permissions to users or groups that allow them to open or send messages from other mailboxes. You can assign Full, Send As and Send on Behalf permissions to users or groups. Check out Manage permissions for recipients for more details.

Note

The estimated time to complete this task is 2 minutes, but may take longer if you change multiple properties or features.

Use the EAC to bulk edit user mailboxes

  1. In the EAC, go to Recipients > Mailboxes.

  2. In the list of mailboxes, select two or more mailboxes.

    Tip

    You can select multiple adjacent mailboxes by holding down the Shift key and clicking the first mailbox, and then clicking the last mailbox you want to edit. You can also select multiple non-adjacent mailboxes by holding down the Ctrl key and clicking each mailbox that you want to edit.

  3. In the Details pane, under Bulk Edit, select the mailbox properties or feature that you want to edit.

  4. Make the changes on the properties page and then save your changes.