Configure Mailbox Experience

Out of Office tab

The Out Of Office tab is used to configure automatic replies for the selected Exchange Online mailbox. This tab controls whether automatic replies are enabled, whether they should run only during a specific time range, and what message should be sent to internal and external senders.

This tab is useful when a user is unavailable, on vacation, temporarily out of the office, or when a mailbox needs to automatically inform senders about response expectations, alternate contacts, or service availability.

Automatic reply settings

1. Send automatic replies enables automatic replies for the mailbox.
2. Only send during this time range limits automatic replies to a specific start and end time.
3. Start Date defines when automatic replies should begin if time-based sending is enabled.
4. End Date defines when automatic replies should stop if time-based sending is enabled.

The time range option is useful when automatic replies should be active only during a planned absence. If the time range is not used, automatic replies may remain active until they are manually disabled.

External message

The External Message editor is used to define the automatic reply sent to external senders. The editor supports formatted content, allowing administrators to create a clear and professional message for people outside the organization.

External messages should usually be written carefully because they are visible to outside recipients. Avoid including sensitive internal details, private schedules, or information that should not be shared externally.

Copy to the internal message

The Copy To The Internal Message button copies the external automatic reply content into the internal message editor. This is useful when the same or similar message should be used for both internal and external senders.

After copying the message, administrators can still adjust the internal version if employees should receive more detailed information than external senders.

Internal message

The Internal Message editor is used to define the automatic reply sent to internal senders. This message can include more organization-specific information, such as internal backup contacts, team instructions, or internal availability details.

Internal automatic replies are useful when colleagues need to know who to contact while the mailbox owner is unavailable or how to handle urgent requests during the absence period.

Out of Office tab actions

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

Before saving changes on this tab, administrators should confirm that automatic replies are enabled only when needed, the time range is correct, and the internal and external messages contain appropriate information for their intended audiences.

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Usage tab

The Usage tab provides mailbox usage, storage, compliance, message-size, and timestamp information for the selected Exchange Online mailbox. This tab is mainly used for review and validation, helping administrators understand mailbox size, recoverable items usage, litigation hold duration, message size limits, and mailbox creation or update dates.

This tab is useful when investigating mailbox storage issues, checking whether a mailbox is approaching quota-related limits, reviewing compliance-related storage, or validating when the mailbox was created and last changed.

Usage and compliance fields

1. Litigation Hold Duration shows how long litigation hold applies to the mailbox. In the screenshot, the value is Unlimited, which means the hold duration is not limited by a fixed number of days.
2. Recoverable Items Quota Size shows the quota available for recoverable items. This value is important for deleted item recovery, retention, and litigation hold scenarios.
3. Recoverable Items Size shows how much storage is currently used by recoverable items.
4. Storage Usage Size shows the current mailbox storage usage.
5. Max Receive Size shows the maximum message size the mailbox can receive.
6. Max Send Size shows the maximum message size the mailbox can send.
7. Creation date shows when the mailbox was created.
8. Last change date shows when the mailbox was last changed.

These fields give administrators a quick snapshot of mailbox storage and operational limits. They can also help confirm whether mailbox settings are consistent with expected Exchange Online behavior and organizational policy.

Recoverable items and litigation hold

The recoverable items fields are especially important when litigation hold, retention, or deleted item recovery is involved. Recoverable Items Quota Size shows the available quota for recoverable items, while Recoverable Items Size shows the current usage of that area.

If litigation hold is enabled or the mailbox is subject to retention requirements, recoverable items storage can grow over time. Administrators should review these values when investigating storage growth, compliance preservation, or mailbox cleanup limitations.

Mailbox storage usage

Storage Usage Size shows the current storage consumed by the mailbox. This value is useful when reviewing mailbox growth, checking whether a user is using significant mailbox space, or determining whether storage-related action is needed.

Storage usage should be reviewed together with mailbox type, archive settings, retention policy, and oversized mailbox handling settings from other mailbox tabs. A mailbox with low storage usage may not require action, while a mailbox with growing usage may need archiving, cleanup, or policy review.

Send and receive size limits

The Max Receive Size and Max Send Size fields show the maximum message sizes allowed for the mailbox.

1. Max Receive Size defines the largest message the mailbox can receive.
2. Max Send Size defines the largest message the mailbox can send.

These values are useful when users report that large messages cannot be sent or received. Administrators can use this tab to confirm the mailbox-level size limits before investigating transport rules, organization-wide limits, or attachment-related restrictions.

Mailbox dates

The Creation date and Last change date fields provide lifecycle context for the mailbox.

1. Creation date helps confirm when the mailbox was originally created.
2. Last change date helps identify when mailbox-related configuration was most recently updated.

These fields are useful during audits, migration checks, troubleshooting, or when administrators need to confirm whether a mailbox has been recently modified.

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Mail tip tab

The Mail Tip tab is used to configure a mailbox-specific message that can be shown to senders before they send email to the selected Exchange Online mailbox. Mail tips are useful when senders should see important context about the mailbox before sending a message.

This tab is especially useful for mailboxes that require additional sender guidance, such as shared mailboxes, monitored mailboxes, restricted-use mailboxes, support mailboxes, or mailboxes with special handling requirements.

Mail tips field

1. Mail Tips stores the message that should be displayed to senders when they address email to this mailbox in supported Microsoft 365 clients.

The mail tip should be short, clear, and useful. It should help the sender understand something important before sending the message, such as expected response time, mailbox purpose, mailbox monitoring status, or whether another contact method should be used.

When to use mail tips

Mail tips are helpful when a sender should be warned or informed before sending to the mailbox. Examples include:

• a mailbox is used only for a specific business purpose,
• a shared mailbox is monitored only during business hours,
• a mailbox should not be used for urgent requests,
• a department mailbox has a preferred alternative contact channel,
• a mailbox belongs to a user who has special handling requirements.

Because mail tips are visible to senders, they should not include sensitive internal information or details that should not be exposed during message composition.

Mail tip tab actions

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

Before saving changes on this tab, administrators should confirm that the mail tip is accurate, concise, and appropriate for the audience that may see it while composing a message.

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Mobile devices tab

The Mobile Devices tab is used to review mobile device associations connected to the selected Exchange Online mailbox. This tab helps administrators check whether any mobile devices are currently linked to the mailbox and review basic synchronization information when records are available.

In the screenshot provided, the table shows No records…, which means no mobile device entries are currently displayed for this mailbox. This is not necessarily an error. It means that MSPControl does not show any mobile device records for the selected mailbox in the current view.

Mobile devices table columns

1. User Agent shows the device or client user-agent information when a mobile device record exists. This can help identify the type of device, mail client, or synchronization client associated with the mailbox.
2. Type shows the device or connection type.
3. Last Sync Time shows when the device last synchronized with the mailbox.
4. Status shows the current device status.
5. Actions provides row-level controls for managing the device record when actions are available.

These columns are useful when administrators need to understand which mobile devices have accessed or synchronized with the mailbox and whether those device relationships are still active.

How to use the mobile devices tab

The Mobile Devices tab should be checked when investigating mobile mail access, synchronization problems, or account security concerns. If a user reports mobile email issues, the Last Sync Time and Status values can help confirm whether the device has recently connected.

This tab can also be useful after using actions such as Remove Mobile Devices from the General tab. Administrators can return to this tab to confirm whether mobile device records are still visible for the mailbox.

Empty mobile device list

If the table displays No records…, it usually means that no mobile devices are currently listed for the mailbox. This may happen when the user has not connected a mobile device, mobile access records were removed, or the connected devices have not been synchronized into the current view.

Administrators should interpret an empty list together with the user’s expected behavior. For example, an empty list is normal for a user who does not use mobile email, but it may require review if the user expects a phone or tablet to be connected.

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Member of tab

The Member Of tab is used to manage group membership for the selected Exchange Online mailbox user. This tab allows administrators to add the user to a group and review existing group memberships that are currently assigned through this mailbox user record.

This tab is useful when mailbox users need to be added to security groups, distribution groups, Microsoft 365 groups, or other available group types depending on the organization’s configuration. Group membership can affect access, communication, permissions, and service targeting, so changes should be reviewed carefully before saving.

Member of selection

The top section of the tab allows administrators to select a group and add the mailbox user as a member.

1. Member Of allows the administrator to select the group that the mailbox user should be added to.
2. Add adds the selected group membership to the mailbox user.

This workflow is useful when the mailbox user needs access or membership assigned directly from the mailbox edit page instead of opening a separate group management area.

Existing group memberships

The lower table shows the groups that the mailbox user currently belongs to. In the screenshot provided, the table shows No records…, which means no group memberships are currently displayed for this mailbox user in the current view.

1. Group shows the group name when membership records exist.
2. Action provides row-level controls for managing the membership entry.

This table helps administrators confirm whether the mailbox user already belongs to any groups and provides a place to manage those memberships when records are available.

Member of tab actions

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

Before saving changes on this tab, administrators should confirm that the selected group membership is correct and that adding or removing the user from a group will not unintentionally affect access, email delivery, or policy behavior.

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Signature management tab

The Signature Management tab is used to manage mailbox-level email signatures for the selected Exchange Online mailbox. This tab allows administrators to add signature records, review existing signatures, define default signatures for new messages and replies, and create signature content using HTML and plain text bodies.

This tab is useful when signatures must be managed centrally instead of relying only on local Outlook signatures. Centralized signature management helps keep branding, contact details, disclaimers, and user-specific signature variables consistent across the organization.

Signature list

The main Signature Management view displays the signatures currently associated with the mailbox. In the screenshot provided, the list is empty and shows No records…, which means no signatures are currently assigned in this view.

1. Add Signature opens the signature creation form.
2. Category Filter allows administrators to narrow the visible signature list using the available dropdown options.
3. Search helps locate a signature by name or another searchable value.
4. Page Size Selector controls how many signature records are shown on the page.

Signature list columns

1. Signature Name shows the name of the signature record.
2. Type shows the signature type when available.
3. Default Signature indicates whether the signature is used as the default signature for new messages.
4. Default Reply Signature indicates whether the signature is used as the default signature for replies.
5. Actions provides row-level controls for managing the signature record.

These columns help administrators confirm which signatures exist and whether any of them are assigned as default signatures for new messages or replies.

Add signature form

When administrators click Add Signature, MSPControl opens the signature creation form. This form is used to define the signature name and content that should be available for the mailbox.

1. Signature Name defines the name of the signature. This should clearly identify the purpose of the signature, especially if multiple signatures are used for different message types or scenarios.
2. HTML Body contains the formatted HTML version of the signature. This editor supports rich formatting such as bold text, links, alignment, lists, colors, images, and other HTML-supported formatting options.
3. Text Body contains the plain-text version of the signature. This is useful for mail clients or message formats that do not use HTML.

Both the HTML and text versions should be maintained carefully. The HTML body controls the visual appearance of the signature, while the text body helps ensure the signature remains readable in plain-text scenarios.

Available variables

The right side of the signature form lists available variables that can be inserted into the signature body. These variables allow MSPControl to dynamically replace placeholders with user-specific or organization-specific values.

Available variables shown in the screenshot include:

• #PrimaryEmail#
• #ExternalEmail#
• #DisplayName#
• #FirstName#
• #LastName#
• #Company#
• #Phone#
• #MobilePhone#
• #HomePhone#
• #Fax#
• #StreetAddress#
• #City#
• #Country#
• #State#
• #PostalCode#
• #JobTitle#
• #Department#
• #Office#
• #LocationURL#
• #WebPage#
• #PhoneNumber1#
• #Extension1#
• #DirectPhone#
• #Extension2#
• #Custom1# through #Custom10#
• #QRCode#

Variables are useful because one signature template can adapt to the selected mailbox user. For example, instead of manually typing each user’s name, phone number, job title, and email address, the signature can use variables that populate automatically from the user profile.

QR code fields

The Configure QR Code Fields button allows administrators to configure which fields should be included in the QR code used by the signature. This is related to the #QRCode# variable shown in the available variables list.

This is useful when the organization wants signatures to include a QR code containing contact or profile information. Administrators should make sure only appropriate and approved fields are included in the QR code, because recipients may be able to scan and access that information.

Signature form actions

1. Save Changes saves the signature configuration.
2. Cancel closes the signature form without saving changes.

Before saving a signature, administrators should review both the HTML and text versions, confirm that variables are spelled correctly, and verify that the signature content matches the organization’s communication standards.

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Best practices

• Use the mailbox list filters to narrow the view by mailbox type, location, or search value before applying bulk actions.
• Review selected mailbox rows carefully before using bulk actions such as Set Service Level, Set Location, Set Signature, or email security changes.
• Use the General tab for user identity, password, contact, service level, and location information, but remember that many fields affect the user account beyond mailbox behavior.
• Use the Settings tab for mailbox-specific controls such as address book visibility, protocol access, retention policy, archiving, litigation hold, and signature assignment.
• Use the E-mail Addresses tab carefully when changing the primary address, because this can affect how the mailbox is identified and how users send or receive mail.
• Review Mail Flow Settings before enabling forwarding or sender restrictions, because incorrect settings can prevent expected mail delivery.
• Assign permissions based on the exact access requirement. Send As, Send On Behalf, Full Access, Calendar Access, and Contacts Access serve different purposes.
• Use the Out Of Office tab to separate internal and external automatic replies, and avoid including sensitive internal details in external messages.
• Check the Usage tab when investigating mailbox size, recoverable items, message size limits, creation dates, or recent mailbox changes.
• Use concise and helpful Mail Tip text so senders receive useful guidance without unnecessary detail.
• Review Mobile Devices when troubleshooting mobile access or after removing mobile device associations from the user account.
• Use the Member Of tab to manage group membership only when the membership change is intentional and will not disrupt access, delivery, or policy behavior.
• Use Signature Management to keep email signatures consistent, and rely on variables to reduce manual updates across users.