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To restrict mailbox permissions in Exchange Online, review Full Access, Send As, and Send on Behalf separately, remove grants that are no longer needed, and verify any access assigned through groups. To audit delegated access, search Microsoft Purview’s audit log for the mailbox, actor, time range, and relevant operation. A permission inventory shows who is authorized now; audit records show activity that was logged, not a complete record of every access.
Understand the three mailbox permissions
Exchange Online separates access to mailbox contents from permission to send as the mailbox. A delegate may have one permission without the others. Microsoft’s recipient permissions guide covers these grants and their administration.
| Permission | What it allows | What recipients see |
|---|---|---|
| Full Access | Open the mailbox and view, add, or remove its contents. It does not itself grant permission to send. | No sender identity change; this is a content-access permission. |
| Send As | Send messages using the mailbox identity. | The message appears to come directly from the mailbox. |
| Send on Behalf | Send messages on behalf of the mailbox. | The delegate is shown as sending on behalf of the mailbox. |
Because these are distinct grants, finding Full Access delegates does not establish who can send as or on behalf of the mailbox.
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1. Define which mailboxes are in scope
Identify the shared, user, or resource mailboxes covered by your review. Record each mailbox identity so permission checks and later audit searches target the intended recipient.
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2. Inspect all three permission types
In the Exchange admin center (EAC), open the mailbox’s Mailbox delegation settings and review Full Access, Send As, and Send on Behalf. Remove delegates whose business need has ended. The EAC and Exchange Online PowerShell are both administration surfaces for recipient permissions; see Microsoft’s permission management documentation for current guidance.
3. Check group-based grants
Where access is assigned through a group, inspect the group’s membership as well as the mailbox permission. A valid-looking mailbox grant can still provide excess access if the group contains people who no longer need it.
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4. Use PowerShell without conflating grants
For a PowerShell-led review, enumerate Full Access assignments and inspect Send As and Send on Behalf separately. Microsoft documents Get-MailboxPermission for inspecting mailbox permissions and provides Exchange Online PowerShell guidance in its recipient permission guide. Do not treat a Full Access result as a complete list of send rights.
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After changes, recheck the permission state and keep a change record with the review date, mailbox, permission type, principal, and disposition. Choose a review cadence as organizational policy; Microsoft’s cited administration guidance does not prescribe a universal schedule.
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5. Do not confuse Outlook behavior with authorization
Auto-mapping is an Outlook convenience associated with Full Access grants to individual users. Hiding a mailbox in Outlook or changing auto-mapping does not revoke the underlying permission.
Audit delegated mailbox activity in Microsoft Purview
Microsoft Purview classifies a user assigned FullAccess, SendAs, or SendOnBehalf on another mailbox as a delegate for mailbox auditing. Begin with a specific mailbox and bounded time range, then narrow by actor and operation as the investigation requires. Microsoft’s mailbox activity audit search guide describes the search workflow and advises checking whether the action is available for the relevant sign-in type.
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- Set the mailbox and time window. Search the mailbox relevant to the question and a time range appropriate to the incident. Confirm that the period falls within the tenant’s searchable audit retention.
- Filter by actor. Use the person or account whose activity you are investigating; distinguish the actor from the mailbox that was accessed.
- Choose an operation that matches the question. For example,
SendAsrelates to a delegated send, whileFolderBindrelates to folder access. Permission-change operations such asAdd-MailboxPermissionaddress a change to authorization rather than a message action. - Review event details and coverage. Interpret returned records in light of operation availability for the sign-in type and the tenant’s retention and audit configuration.
Microsoft’s shared mailbox investigation guide includes examples using Purview audit and Exchange Online PowerShell, including time-bounded Search-UnifiedAuditLog searches for operations such as SendAs. Treat those as documented examples to adapt to the tenant and current cmdlet syntax, not as proof that every search will return every relevant event.
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Match the audit question to the evidence
| Question | Evidence to examine | What it can establish |
|---|---|---|
| Who is authorized now? | Current EAC or Exchange Online PowerShell permission inventory, including relevant group membership. | Current permission state, not necessarily who granted it or when. |
| Who changed mailbox access? | Audit records for relevant permission or delegation change operations, such as Add-MailboxPermission where applicable. |
A recorded change event, subject to audit coverage and searchable retention. |
| Who sent as the mailbox? | Mailbox activity records for SendAs, filtered by mailbox, actor, and time. |
Logged delegated send activity within the covered search window. |
| Was a folder accessed? | Relevant FolderBind records, interpreted with sign-in type and event behavior in mind. |
Some folder-access evidence; not a complete read-by-read history. |
Microsoft’s audit log activities reference lists activity names and availability. Match the event to the investigative question rather than treating all audit records as interchangeable.
Interpret missing records and retention carefully
- Coverage varies. Microsoft documents action availability by sign-in type. Check the specific action and sign-in context before concluding that an event should appear.
- FolderBind may be consolidated. Delegated FolderBind actions can be consolidated, so records should not be read as a log of every individual folder open.
- Audit bypass can omit actions. A user configured for mailbox audit bypass may have actions omitted, including delegate actions on other mailboxes.
- Retention depends on policy and configuration. Microsoft’s current guidance says audit retention is managed through Microsoft Purview retention policies. The older mailbox
AuditLogAgeLimitsetting is no longer applicable to current mailbox audit record retention. Check the tenant’s policy and licensing/configuration before setting the earliest defensible search date. See Microsoft’s mailbox auditing guidance.
For a defensible report, keep three conclusions separate: the permission state you observed, the activity recorded in the searchable period, and evidence that may be missing because of operation coverage, sign-in type, bypass, or retention. No matching audit record does not prove that no access occurred.
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