Create a mailbox policy in Exchange Online for Outlook on the web and the new Outlook for Windows

You can create mailbox policies to apply settings to users in Outlook on the web (formerly known as Outlook Web App) and the new Outlook for Windows. Outlook on the web mailbox policies are useful for applying and standardizing settings, for example, attachment settings, for specific groups of users.

For more information about Outlook on the web mailbox policies, see Outlook on the web mailbox policies.

What do you need to know before you begin?

Tip

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Use the EAC to create a mailbox policy for Outlook on the web and the new Outlook for Windows

  1. In the EAC, go to Permissions > Outlook Web App policies, and click New New icon.

  2. In the new policy window that opens, configure the following settings:

    • Policy name: Enter a unique name for your policy.

    • Use the check boxes to enable or disable features. By default, the most common features are displayed. To see all features that can be enabled or disabled, click More options.

    Note: You can configure settings for individual users by using the Set-CASMailbox cmdlet in Exchange Online PowerShell.

  3. Click Save to save the policy.

The following list contains the features you can configure when you create a mailbox policy using the EAC for Outlook on the web and the new Outlook for Windows:

  • Communication management:

    • Instant messaging: if enabled, users have access to instant messaging functionality such as the ability to send and receive instant messages, view presence information for other users, and change their own presence information.
    • Text messaging: when enabled, users can send and receive text messages and create text message notification rules using Outlook on the web and the new Outlook for Windows.
    • Exchange ActiveSync: if enabled, users can manage their linked mobile devices using Options in Outlook on the web.
    • Contacts: if Enabled, users can use Contacts in Outlook on the web and the new Outlook for Windows.
    • LinkedIn contact sync: if enabled, users will be able to add their LinkedIn connections to their mailbox as contacts. When a user's connection updates their information in LinkedIn, the contact will be automatically updated.
    • Mobile device contact sync: if enabled, users have access to personal contacts on their devices outside of Outlook on the web.
    • All address lists: if enabled, users can view all address lists. If it's set to Disabled, the user can only view the default global address list.
  • Information management:

    • Journaling: if enabled, the Journal folder will be visible in Outlook on the web and the new Outlook for Windows.
    • Notes: if enabled, the Notes folder will be visible in Outlook on the web and the new Outlook for Windows.
    • Inbox Rules: if enabled, a user can create and edit custom rules in Outlook on the web and the new Outlook for Windows.
    • Recover deleted items if enabled, users can view items that have been deleted from the Deleted Items folder and choose whether to recover them to the Deleted Items folder or to delete them permanently using Outlook on the web and the new Outlook for Windows.
  • Security:

    • Change password: if enabled, people can change their passwords by going to Options in Outlook on the web and the new Outlook for Windows.
  • User experience:

    • Themes: if enabled, users can change the color scheme in Outlook on the web and the new Outlook for Windows.
    • Premium client: if enabled, users can use the standard version of Outlook on the web. If you clear the check box, users will be switched to the light version of Outlook on the web and get a simplified experience.
    • Email signature: if enabled, users can create a custom signature and choose whether to automatically include it in messages they send.
    • Weather: if enabled, users can see weather information on their calendar.
    • Places: if enabled, users can see location suggestions for meetings.
    • Local events: if enabled, users can see the events happening in their area.
    • Interesting calendars: if enabled, users can browse and add interesting calendars.
  • Time management:

    • Calendar: if enabled, users can use the Calendar in Outlook on the web and the new Outlook for Windows.
    • Tasks: if enabled, users can use Tasks in Outlook on the web and the new Outlook for Windows.
    • Reminders and notifications: if enabled, users will receive new email notifications and task and calendar reminders.
  • Select how users can view and access attachments from public or private computers:

    • Public or shared computer - Direct file access: if enabled, users will be able to open attachments by selecting them and then selecting Open.
    • Private computer or OWA for Devices - Direct file access: if enabled, users will be able to open attachments by selecting them and then selecting Open.

Use Exchange Online PowerShell to create a mailbox policy for Outlook on the web and the new Outlook for Windows

In Exchange Online PowerShell, creating a mailbox policy for Outlook on the web and the new Outlook for Windows is a two-step process:

  1. Create the policy by using the following syntax:

    New-OwaMailboxPolicy -Name "<Unique Name>"
    

    This example creates a mailbox policy for Outlook on the web and the new Outlook for Windows named Executives.

    New-OwaMailboxPolicy -Name Policy1
    

    For detailed syntax and parameter information, see New-OwaMailboxPolicy.

  2. Modify the default settings of the policy.

    For more information, see [Use Exchange Online PowerShell to modify mailbox policies for Outlook on the web and the new Outlook for Windows](configure-outlook-web-app-mailbox-policy-properties.md#use-exchange-online-powershell-to-modify-mailbox-policies-for-outlook-on-the web-and-the-new-outlook-for-windows).

How do you know this worked?

To verify that you've successfully created a mailbox policy for Outlook on the web and the new Outlook for Windows:

  • In the EAC, click Permissions > Outlook Web App Policies, and look for your new mailbox policy.

To verify that you've successfully created a mailbox policy for Outlook on the web and the new Outlook for Windows, do either of the following steps:

  • In the EAC, click Permissions > Outlook Web App Policies, and verify the policy is listed. You can select the policy and click Edit Edit icon. to verify the properties of the policy.

  • In Exchange Online PowerShell, run the following command to verify the policy is listed:

    Get-OwaMailboxPolicy | Format-Table Name
    
  • In Exchange Online PowerShell, replace <Policy Name> with the name of the policy, and run the following command to verify the settings:

    Get-OwaMailboxPolicy -Identity "<Policy Name>"
    

Next steps

To modify an existing Outlook on the web mailbox policy, see View or configure Outlook on the web mailbox policy properties in Exchange Online.