How to give someone access to your mailbox the right way

Why not just share the password

If someone signs in as you, everything they do looks like you did it. Your sign-in codes go to your phone, so they have to ask you every time. And when the arrangement ends, the only way to cut them off is to change your password.

The options

Microsoft 365 has several ways to share a mailbox without sharing a sign-in:

• Delegate access. Someone can manage your calendar, and optionally read your email, from their own account.
• Full access. Someone can open your whole mailbox alongside their own.
• Send on behalf. They can send email that shows “Their name on behalf of Your name.”
• Send as. They can send email that appears to come directly from you.
• Calendar sharing only. If they only need to schedule meetings, share the calendar and leave email private.

Good practice

• Give the least access that does the job. Calendar access is enough for many assistants.
• Ask IT to set it up, especially for full access or send as, which are admin settings.
• Set an end date for temporary cover, such as during leave.
• Review it once in a while. Access tends to outlast the reason for it.
• For a team inbox, use a shared mailbox instead of one person’s mailbox.