There’s no reason to share passwords any more to provide access to a corporate email account.
That’s right – whether it’s a generic company email address, such as firstname.lastname@example.org, or an executive’s email, there’s a more secure method available in Office 365 (M365) you should use.
What’s more – doing it our way can save you some of the cost of software licenses!
How does it work? Instead of sharing a password, you provide access permission.
Let’s say Sue Smith needs to access email@example.com and respond to messages there. O365 allows your administrator to create settings that will enable Sue Smith access after logging in to her own O365 account, firstname.lastname@example.org.
This means Sue Smith uses her log-in, including her 2-Factor authentication step, to see the emails that have come into email@example.com. She can respond as needed using her own email address or with firstname.lastname@example.org.
Sue Smith does not “borrow” the billing password from Barbara Biller, the Accounts Receivable Director, or anyone else. Sue has access through a permission setting established by her IT administrator.
Next, let’s say P. Jones is a busy executive for company.com and cannot keep up with all the emails flowing into the email@example.com inbox. P. Jones has an assistant and wants the assistant to manage the inbox.
An IT administrator can delegate access to the assistant for the executive’s inbox. The assistant can use his or her access to set up meetings, respond to queries, and accept invitations on the executive’s behalf.
Administrators have two options for the assistant – send “on behalf of” the executive, and “send as.” The latter works as if the email needs to look like the executive is personally responding.
No passwords are written down, emailed, or texted for sharing. Granting permissions is a much more secure way to give different people access to an email account.
If you have any questions, contact us!