I'm looking for a way to give one user access to another user's Outlook inbox without the latter being aware. I understand that while users may not receive notifications about access, they can still view who has access to their mailbox and revoke it. Is there a way to bypass this or should I consider providing the requesting user with an offline copy instead? I have full authorization from my organization and my role as a global administrator in Office 365 allows me to make this happen. Just so you know, I'm not the first to do this—my colleagues have done it too and I'm sure it will continue. What are my options here?
5 Answers
If you're in a responsible position, start by checking out the eDiscovery options available in Office 365. You can create a case and add the employee's mailbox to it while granting the other user access. That way, you're covered legally, and it keeps everything above board.
You should always verify with your legal team before making these changes. Depending on your location, there could be laws concerning privacy that apply even in workplace scenarios. Just be cautious and ensure you’re following policy.
If you need ongoing access, think about converting the mailbox to a shared one. This would allow the designated user to access it without raising any red flags. But again, have everything documented in case you need to justify your actions later.
Before proceeding, you should definitely have all your bases covered. Consider getting legal or HR involved to ensure compliance with regulations like GDPR or HIPAA. Accessing someone’s inbox without their consent could lead to serious consequences for you, especially if an investigation arises. It's best to maintain a proper record and proceed through formal channels, like an eDiscovery request.
It’s good to think about these things. I’d hate to see someone get caught up in a compliance nightmare!
Look into delegated access in the Exchange admin center. You can assign mailbox permissions there pretty easily. Just remember to adhere to company policy when granting access—consider those emails as company property, and a manager generally has that right.
Absolutely, that’s standard practice for many IT departments. Make sure you have the necessary approvals, and you’ll be fine!
Yes, and if there’s any doubt, it’s better to err on the side of caution!