Shared Folder Permissions and Subfolder permission inheritance

Question

I am in the process of reorganizing my company's email assignment folder, using a drag and drop distribution method.

The work group folders are on the same level, as well as a completed items folder for each month of the year. Each work group should be able to see the main inbox, their Group's folder and the completed folder, and be able to drag items from their personal folder to that month's completed folder, or even to the main completed folder (I can add a step in the process for the distributor to move from the completed items into the monthly folder if needed)

Set up is as follows:

SHARED MAILBOX

Inbox

1. Work Group A
   • Employee 1
   • Employee 2
   • Employee 3
2. Work Group B
   • Employee 1
   • Employee 2
   • Employee 3
3. Completed Items
   • Monthly Folder

Each employee has send-as permissions for the shared mailbox, so they all have full access. Is it possible to limit their permissions within the folders to prevent deletion/moving of the Employee folders, remove visibility of other work group folders (not a necessity, but preferred if possible), while still allowing the employees to move completed mail items from their personal folders to the completed or preferably the monthly completed folder?

So far I've been having issues limiting the visibility/deletion permissions, no matter what parameters are set within the subfolders.

Any input is very much appreciated.

Answer 1

Hello HooverRhett,

Apologies for late response. In this case the setting may take some time maybe a few hours for changes to sync, when the user try access it from their Outlook they should get an error according to my knowledge. However, if your results is otherwise please feel free to share your results with me.

Let us know the result so that we can further assist you. Your understanding is highly appreciated.

Kind regards,

Simbarashe

Answer 2

Ok, so how about this scenario: Someone already has the mailbox open, as they currently have full access, I set permissions for the individual on the mailbox and all pertinent subfolders, then remove full access. would it remove the mailbox from their outlook? or would the permissions i set for them take hold after the Full Access is removed?

Answer 3

Hello HooverRhett,

Thank you for getting back to me. Yes you can give a user send as permission without full access. However when you have send as permission you cannot read messages you can only log in with the shared mailbox address and send emails as the shared mailbox, where as with full access you can add it to your Outlook and read emails.

For more information see these articles: https://docs.microsoft.com/en-us/microsoft-365/solutions/allow-members-to-send-as-or-send-on-behalf-of-group?view=o365-worldwide,  https://docs.microsoft.com/en-us/exchange/collaboration-exo/shared-mailboxes

Let us know the result so that we can further assist you. Your understanding is highly appreciated.

Kind regards,

Simbarashe

Answer 4

To my understanding if a user has full access they cannot be restricted to other folders within the same shared mailbox unless you choose to remove full access.

In regards to this, is there a way to give someone Send As permissions for the shared mailbox without giving them full access?

Answer 5

Hi HooverRhett,

Greetings

Thank you for posting in Microsoft 365 Community forum.

I may I need to set up an environment like the one you just for my shared mailbox to see if the permission within the folders can be altered to your requirements. To my understanding if a user has full access they cannot be restricted to other folders within the same shared mailbox unless you choose to remove full access. However if I find any information contrary to this after my tests I will still update you here but with the knowledge I have this should be not feasible.

Your kind understanding is highly appreciated.

Kind regards,

Simbarashe