Fixing ‘No Existing Permission Entry Found for User’ Error in Set-MailboxFolderPermission

Mailbox folder permissions are critical for collaboration in Microsoft Exchange Online and Exchange on-premises. However, administrators often encounter errors while managing permissions using PowerShell. One such error is:

Set-MailboxFolderPermission – There is no existing permission entry found for user

This article explains the root cause of this error, its implications, and provides step-by-step instructions to resolve it effectively.

What Causes the Error?

The error occurs when the Set-MailboxFolderPermission cmdlet is used to modify permissions for a user who does not have existing permissions on the specified mailbox folder.

Key Points to Note:

• The Set-MailboxFolderPermission cmdlet is designed to modify existing permissions but cannot create new permissions.
• If a user does not already have folder access, the cmdlet fails, resulting in the error message.
• Permissions must be added first using the Add-MailboxFolderPermission cmdlet.

Common Scenarios That Trigger the Error

1. Attempting to grant additional permissions without first assigning any permissions.
2. Running the Set-MailboxFolderPermission cmdlet on a new user who has never been granted access.
3. Typographical errors in the user or folder identity while executing commands.
4. Trying to update permissions on non-existent folders or incorrect folder paths.

Solution: Fixing the Error Step-by-Step

Step 1: Verify Existing Permissions

Use the following command to check if the user already has permissions:

Get-MailboxFolderPermission -Identity "MailboxName:\FolderName"

Replace MailboxName with the target mailbox email and FolderName with the specific folder, e.g., Calendar.

Example:

Get-MailboxFolderPermission -Identity "user1@domain.com:\Calendar"

• This command displays the list of users and their permissions for the specified folder.
• If the user is not listed, it confirms that no permissions exist.

Step 2: Add New Permissions

If the user is not listed, use the following command to add permissions:

Add-MailboxFolderPermission -Identity “MailboxName:\FolderName” -User “UserName@domain.com” -AccessRights Editor

Parameters:

• MailboxName: Target mailbox.
• FolderName: Specific folder, e.g., Calendar.
• UserName: Email address of the user requiring permissions.
• AccessRights: Permission level (e.g., Editor, Owner, Reviewer).

Example:

Add-MailboxFolderPermission -Identity “user1@domain.com:\Calendar” -User “user2@domain.com” -AccessRights Editor

Step 3: Modify Permissions (If Already Assigned)

Once the permissions exist, modify them using the Set-MailboxFolderPermission cmdlet:

Set-MailboxFolderPermission -Identity “MailboxName:\FolderName” -User “UserName@domain.com” -AccessRights Reviewer

Example:

Set-MailboxFolderPermission -Identity “user1@domain.com:\Calendar” -User “user2@domain.com” -AccessRights Reviewer

Step 4: Remove and Re-add Permissions (Optional)

If issues persist, remove and re-add permissions:

Remove permissions:

Remove-MailboxFolderPermission -Identity “MailboxName:\FolderName” -User “UserName@domain.com”

Re-add permissions:

Add-MailboxFolderPermission -Identity “MailboxName:\FolderName” -User “UserName@domain.com” -AccessRights Editor

Best Practices for Managing Mailbox Folder Permissions

• Verify Folder Path: Ensure the folder path is valid, especially for non-default folders.
• Assign Minimal Permissions: Only assign necessary permissions to limit unauthorized access.
• Test Changes on a Single User: Before applying bulk changes, test permissions on one user to avoid errors.
• Backup Permissions: Export existing permissions as a CSV file before making changes:

Get-MailboxFolderPermission -Identity “MailboxName:\FolderName” | Export-Csv -Path “C:\PermissionsBackup.csv”

• Audit Permission Changes: Keep logs of all modifications for compliance purposes.

Frequently Asked Questions

1. What folder names can I specify?

Common folder names include Inbox, Calendar, Contacts, and Tasks. Use the full path if targeting subfolders.

2. How can I remove permissions for multiple users?

Use a loop in PowerShell:

Get-MailboxFolderPermission -Identity “MailboxName:\Calendar” | ForEach-Object {
Remove-MailboxFolderPermission -Identity “MailboxName:\Calendar” -User $_.User
}

3. What permissions are available?

Permissions include:

• Owner: Full control over the folder.
• Editor: Create, read, modify, and delete items.
• Reviewer: Read-only access.

Conclusion

The error “No existing permission entry found for user” occurs when trying to modify permissions for a user who has no prior permissions assigned. Resolving this involves adding the permissions first with Add-MailboxFolderPermission and then modifying them if needed.

By following the outlined steps, administrators can avoid permission-related issues and streamline mailbox folder access management.

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