How do I manage another person's mailbox options (forwarding rules, e-mail signatures, out of office replies)?

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If you are designated as a local IT admin or power user, sometimes you will need to set Exchange Online mailbox options on someone's behalf. Perhaps your CEO is traveling and needs you to set their Out of Office message, or forward mail to another account while they're gone. Here's how you access their Exchange Online mailbox options:

Accessing another user's Exchange options:

  1. Sign into Microsoft Online Portal with administrative credentials
  2. Click on Manage under Exchange
  3. In the Options: Manage My Organization drop-down, pick "Another User..." and select the user name

A new window will open, and you will be able to manage all Exchange options for the other user. In the examples below we'll turn on a mailbox forwarding rule, set someone's Out Of Office notification, and change a personal email signature.

Setting an inbox forwarding rule

  1. In the new window/tab that appears with management options, switch to Organize E-Mail tab
  2. Click on New button in Inbox Rules
  3. Choose [Apply to all messages] option in the "* When the message arrives, and:" drop-down
  4. Choose Redirect the message to... in the "Do the following:" drop-down and picke the destination user
  5. Click on More Options and enter name in the "Name of rule:"
  6. Click on Save.
  7. Exit control panel

Setting Out Of Office Notifications/Automatic Replies

  1. In the Organize E-Mail window, switch to the Automatic Replies tab
  2. Click on Send automatic replies radio button
  3. Configure auto-reply time-period (or leave it unconfigured)
  4. Enter message to send back to senders. You can choose different messages for internal and external senders
  5. Click on Save in the lower right when done

Changing/Setting E-mail Signature

These instructions assume that you still have the other user's Exchange control panel open

  1. Click on the Settings link on the left
  2. In the Mail tab, enter text for the email signature in the E-Mail Signature window
  3. Click on Save in the lower right when done
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