Mailbox Settings Tab

Settings tab

The Settings tab contains mailbox-specific controls for address book visibility, email security, mailbox type, Exchange policies, disclaimers, signatures, messaging policy, client protocols, archiving, litigation hold, and advanced mailbox information. This tab is used when administrators need to control how the mailbox behaves in Exchange Online and which mailbox features are enabled for the selected user.

Unlike the General tab, which includes many user-profile and identity settings, the Settings tab is more focused on mailbox behavior and Exchange-related configuration. It is the place to review mailbox policies, protocol access, email protection settings, and signature assignments.

Visibility and email protection options

The top part of the Settings tab includes several checkbox options that control mailbox visibility and email security features.

1. Hide From Address Book hides the mailbox from the address book when enabled. This is useful for mailboxes that should not appear in standard user address searches, such as special-purpose, shared, or administrative mailboxes.
2. Enable Email Security User enables email security functionality for the selected mailbox user. This should be enabled when the mailbox must be included in the organization’s email security workflow.
3. Enable Email Protection Report enables email protection reporting for the mailbox user. This is useful when the user should receive or be included in email protection reporting.

These options help administrators control whether the mailbox is visible to users and whether the mailbox participates in email security and reporting workflows.

Mailbox type

The Mailbox Type field shows the current mailbox type. In the screenshot, the mailbox is shown as a User Mailbox, with a Change action available.

1. Mailbox Type displays the current mailbox classification.
2. Change opens the workflow for changing or converting the mailbox type when supported.

This field is important because different mailbox types are used for different purposes. A user mailbox is tied to a normal user account, while shared or resource mailboxes may be used for team mailboxes, rooms, equipment, or other non-personal mailbox scenarios.

Exchange policy settings

The policy fields define which Exchange policies apply to the selected mailbox. These settings help control role permissions, retention behavior, and address book visibility.

1. Role assignment policy defines the role assignment policy applied to the mailbox. In the screenshot, the selected value is Default Role Assignment Policy. This affects which mailbox-related actions or self-service options are available to the user.
2. Retention policy defines the retention policy assigned to the mailbox. In the screenshot, the selected value is Default MRM Policy. This controls mailbox retention behavior according to the selected policy.
3. Address book policy defines the address book policy applied to the mailbox. In the screenshot, the selected value is No Policy. This can be used when address book visibility must be segmented or controlled.

These policy settings should be reviewed carefully when the mailbox belongs to a user with specific compliance, retention, or address-list visibility requirements.

Disclaimer and signature settings

The Settings tab includes controls for assigning disclaimers and email signatures to the mailbox.

1. Disclaimer allows the administrator to select a disclaimer for the mailbox. In the screenshot, the field shows Select One.
2. New Signature assigns the signature used for new email messages.
3. Show Signature allows the selected new-message signature to be opened or previewed.
4. Reply Signature assigns the signature used for replies.
5. Show Signature under the reply signature allows the selected reply signature to be opened or previewed.

This section is useful when the organization manages centralized email signatures or requires different signatures for new messages and replies. It helps keep mailbox signatures consistent with the organization’s branding and communication policy.

Unified messaging policy

The Unified messaging policy field controls whether a unified messaging policy is assigned to the mailbox. In the screenshot, the selected value is Disabled.

This setting is relevant when unified messaging features are used in the environment. If unified messaging is not used, the value can remain disabled.

Mailbox access and protocol settings

The protocol and access toggles control which mailbox access methods are enabled for the selected mailbox. These settings can affect how users connect to the mailbox from different clients and devices.

1. Block Local Signatures controls whether local signatures are blocked. This is useful when centralized signature management should be enforced and users should not rely on local Outlook signatures.
2. Outlook on the web controls whether the mailbox can be accessed through Outlook on the web.
3. IMAP controls whether IMAP access is enabled for the mailbox.
4. POP3 controls whether POP3 access is enabled for the mailbox.
5. MAPI controls whether MAPI access is enabled for the mailbox.
6. Exchange ActiveSync controls whether Exchange ActiveSync is enabled for mobile or compatible device access.
7. OWA for devices controls whether OWA device access is enabled.

These settings are important for both usability and security. Modern mailbox access methods may be required for normal work, while legacy protocols such as POP3 and IMAP should be enabled only when the organization has a clear need for them.

Compliance and archive settings

The Settings tab includes mailbox compliance and archive controls. These options determine whether litigation hold, archiving, or auto-expanding archive behavior is enabled.

1. Litigation hold controls whether litigation hold is enabled for the mailbox. This is typically used when mailbox content must be preserved for legal, compliance, or investigation purposes.
2. Archiving controls whether mailbox archiving is enabled.
3. Enable Auto Expanding Archive controls whether auto-expanding archive functionality is enabled for the mailbox.

These settings should be changed carefully because they can affect compliance, storage behavior, retention expectations, and mailbox data preservation.

Advanced information section

The Advanced Information section is available at the bottom of the tab as a collapsible panel. In the provided screenshot, this section is collapsed, so the internal fields are not visible.

This section is intended for additional mailbox details that are not part of the main visible settings. Administrators can expand it when deeper mailbox information is required.

Settings tab actions

1. Save Changes And Exit saves the updated mailbox settings and returns to the previous page.
2. Save Changes saves the updated mailbox settings without leaving the mailbox edit page.

Before saving changes on this tab, administrators should review mailbox visibility, policy assignment, protocol access, archive settings, and signature assignments carefully. Several options on this page can affect how the mailbox is accessed, protected, displayed, and retained.

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