“You can’t send a message on behalf of this user unless you have permission…” Exchange 2010/2007

Send on Behalf and Send As

Send on Behalf and Send As are similar in fashion. Send on Behalf will allow a user to send as another user while showing the recipient that it was sent from a specific user on behalf of another user. What this means, is that the recipient is cognitive of who actually initiated the sending message, regardless of who it was sent on behalf of. This may not be what you are looking to accomplish. In many cases, you may want to send as another person and you do not want the recipient to be cognitive about who initiated the message. Of course, a possible downside to this, is that if the recipient replies, it may go to a user who did not initiate the sent message and might be confused depending on the circumstances. Send As can be useful in a scenario where you are sending as a mail-enabled distribution group. If someone replies, it will go to that distribution group which ultimately gets sent to every user who is a part of that distribution group. This article will explains how to use both methods.

Send on Behalf

There are three ways to configure Send on Behalf. The first method is by using Outlook Delegates which allows a user to grant another user to Send on Behalf of their mailbox. The second method is having an Exchange Administrator go into the Exchange Management Shell (EMS) and grant a specific user to Send on Behalf of another user. The third and final method is using the Exchange Management Console (EMC).

Outlook Delegates

There are major steps in order to use Outlook Delegates. The first is to select the user and add him as a delegate. You then must share your mailbox to that user.

  1. Go to Tools and choose Options
  2. Go to the Delegates Tab and click Add
  3. Select the user who wish to grant access to and click Add and then Ok

Note: There are more options you can choose from once you select OK after adding that user. Nothing in the next window is necessary to grant send on behalf.

  1. When back at the main Outlook window, in the Folder List, choose your mailbox at the root level. This will appear as Mailbox – Full Name
  2. Right-click and choose Change Sharing Permissions
  3. Click the Add button
  4. Select the user who wish to grant access to and click Add and then Ok
  5. In the permissions section, you must grant the user at minimum, Non-editing Author.

Exchange Management Shell (EMS)

This is a fairly simple process to complete. It consists of running only the following command and you are finished. The command is as follows:

Set-Mailbox UserMailbox -GrantSendOnBehalfTo UserWhoSends

Exchange Management Console (EMC)

  1. Go to Recipient Management and choose Mailbox
  2. Choose the mailbox and choose Properties in Action Pane
  3. Go to the Mail Flow Settings Tab and choose Delivery Options
  4. Click the Add button
  5. Select the user who wish to grant access to and click Add and then Ok

Send As

As of Exchange 2007 SP1, there are two ways to configure SendAs. The first method is having an Exchange Administrator go into the Exchange Management Shell (EMS) and grant a specific user to SendAs of another user. The second and final method (added in SP1) is using the Exchange Management Console (EMC).

Exchange Management Shell (EMS)

The first method is to grant a specific user the ability to SendAs as another user. It consists of running only the following command and you are finished. The command is as follows:

Add-ADPermission UserMailbox -ExtendedRights Send-As -user UserWhoSends

Exchange Management Console (EMC)

  1. Go to Recipient Management and choose Mailbox
  2. Choose the mailbox and choose Manage Send As Permissions in Action Pane
  3. Select the user who wish to grant access to and click Add and then Ok

Other Possibilities are,

 

user couldn’t send e-mail as “shared mailbox”.  User is doing it correctly (add the shared mailbox name in From field). But user gets this bounced message:

You can’t send a message on behalf of this user unless you have permission to do so. Please make sure you’re sending on behalf of the correct sender, or request the necessary permission. If the problem continues, please contact your helpdesk.

If user tries OWA to send the e-mail as the shared mailbox, it may work. If it is,  then it’s Outlook issue.

Solution: Have user update the offline address book (click Send/Receive tab, click Send/Receive groups and select Download Address Book). Better yet,

  1. Close Outlook
  2. Delete the offline address book folder under “C:\Users\username\AppData\Local\Microsoft\Outlook\Offline Address Books”  (I assume it’s Windows 7 computer, look under C:\documents and settings\username\…. for XP computers).
  3. Open Outlook and let it download new OAB.

Other Possibilities are,

  • You just gave “Send-As” permission for the user. Then, you have to wait for few hours. (you may restart Information Store to take effect the permission right away, who wants to do it? But there is always a way for all problem, Just try to move user locally and then cancel if you wish or let it complete, it will contact to information store and take the recent configuration chagne, so nice right 🙂
  • User’s Outlook got bad/outdated cached contact information. Search for *.NK* files under user’s profile and delete it. Obviously Close the Outlook first before you delete the *.NK* files.

If it helped you, drop a reply to this blog.

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