Shared mailboxes, delegates and meeting rooms, as in Exchange
An assistant who sends on behalf of the director, a shared info@ and a meeting room that books itself: how it works in Binadit Workspace.
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The question that comes up most when leaving Microsoft 365 is not about storage or price. It is about habits: “Can my assistant still send mail on my behalf?” In Exchange that is a given. In Binadit Workspace too.
Four things you know from Exchange
- Shared mailboxes. info@, sales@, invoices@. Colleagues with access see the mailbox in the webmail, in Northmail and in any other mail program, and send as that address. Nobody has to log in to it.
- Delegates. Give a colleague access to your mailbox, read only or full. With full access they can send on your behalf: the recipient sees “Anna on behalf of Ronald”, just as in Outlook. If someone should send as you, without “on behalf of”, you switch that on separately.
- Shared calendars. Show when you are busy, or give a colleague read or write access so an assistant can keep your appointments.
- Mailing lists and meeting rooms. team@ sends a copy to everyone in the team. You invite a meeting room or a projector as an attendee: if it is free it accepts within a minute, if it is booked it declines.
You set it up in the portal, or users do it themselves in the webmail under “Delegates” and “Share calendar”.
Nobody sends mail in your name
Something many mail providers overlook: the sender the recipient sees is written in the message itself. A server that only checks who logs in lets anyone put any address in that field. On a shared server a user can then send as a colleague, or even as another customer.
Our mail server checks every message that goes out. The sender address must be yours, or a shared mailbox you have access to, or you must have been given permission. Otherwise the message does not leave. If someone revokes your access, your permission ends within a minute.
Switching without losing anything
Before you move, list who has access to which mailbox and who sends on behalf of whom. That list carries over one to one. More about the order of the move in our piece on leaving Microsoft 365, and the comparison is on the page alternative to Microsoft 365.