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Auto-mapping in Outlook is a beneficial availability feature that automatically connects multiple shared mailboxes with the user account. It works for Exchange Server on-premises and Exchange Online accounts and the user does not require to manually connect with each shared mailbox using Outlook settings.
Basically, the auto-mapping features is based on two attributes present in Active Directory.
msExchDelegateListLink – This attribute is associated with shared mailbox. It contains the list of all user accounts who have the FullAcess permission for this account.
msExchDelegateListBL – This attribute is associated with user account, and it has the information of mailboxes whose FullAccess is linked with this user account.
It is quite convenient to have automapping in the Outlook as it helps the user to directly access the mailbox rather than manually make changes in the settings or add a new mailbox. Automapping came into existence since Exchange Server 2010 SP1 and works like:
But the problem arises when your account has permission over several large-sized mailboxes, and every time the Outlook starts, the Autodiscover feature enlists all these mailboxes. It makes Outlook very slow, and if the bandwidth of your connection is also low, then it will be a headache to work smoothly.
The trouble is that you cannot manually delete any mailbox from your Outlook if the automapping feature is in Enabled state. If you remove the mailbox and restart the Outlook, then the mailbox will appear again due to Autodiscover.
For the removal of automapping feature for Exchange mailbox, the manual method requires to remove full access permission to the mailbox and then reattach full access permission. While reattaching the permissions, the parameter for automapping will be changed to false (AutoMapping:$false parameter).
To do this, follow the below steps:
The command will provide the full access rights of the mailbox Sales to the user David. But the automapping
feature is false. So, Outlook will not automatically add it.
You need to run the command for each user account to remove the automapping. But if the number of a user account is too much and the number of mapped mailboxes is too high, then you should run a command (the command is for removing permissions from a shared mailbox):
Auto mapping is a handy feature to reduce the time in including the mailbox to Outlook, when the user has full access permission. But when you want to migrate the Exchange data to Office 365 or upgrade it to newer Exchange version, then you need to manage full access permissions again in the new environment. But the task would be easy if you can migrate mailbox permissions as well. This is possible with migration tools like Kernel Migrator for Exchange. It is a comprehensive tool which can access the mailbox data from your Exchange Server and migrate to another Exchange Server along with mailbox permissions. The good thing about Exchange Migration tool is that all the properties of mailbox remain the same as the original, after the migration.