Shared Mailbox | Setting Up and Managing Shared Mailboxes
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Shared Mailboxes – Setting Up and Managing


Introduction

This document describes how to set up and manage access to a Shared Mailbox.
 
A Shared Mailbox is a collaborative mailbox which typically multiple users will access simultaneously to file messages and work collectively on emails.
 
They are commonly used for storing and sharing email correspondence relating to a particular department or project, rather than the messages being tied to a specific person’s mailbox. It has the advantage that you can easily add or remove colleagues to the shared mailbox as responsibilities, roles, departments and project managers change over time.
 

Method

1. Log Into Office 365 Portal

2. Create Shared Mailboxes

  • Using the left sidebar, click Groups > Shared Mailboxes
  • Click + Add a mailbox to create a new Shared Mailbox
    • Specify a name and email address for the Shared Mailbox, this would usually be the name of the project or department it relates to

3. Grant Permission To Open Shared Mailboxes

Shared Mailboxes require users to be added as Members in order to access them. Alternatively you can create a Mail-Enabled Security Group, which contains a cluster of users, and assign this entire group as a member of a Shared Mailbox.

  • Using the left sidebar, click Groups > Shared Mailboxes
  • Select the Shared Mailbox whose membership you wish to edit
  • Under Members, click Edit
  • Click + Add Members  to add people in or click the X button next to existing members to remove them

If you want to simplify the permission setting for large numbers of members / mailboxes, use a Group membership:

  • Using the left sidebar, click Groups > Groups
  • Create a New Group setting the type to Mail Enabled Security Group
  • Name the group according to its purpose and add your members
  • Assign the newly created group as a member of your Shared Mailboxes

4. Add Shared Mailboxes To Users’ Devices

Sources

Internal Document

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Date Name Comments
Apr 15th Roger F Dean, big thanks , brilliant as always
Apr 14th Richard P Great Michael, thanks for such a prompt response.
Apr 13th Barbara M Dean is extremely knowledgeable, efficient and pleasant with his assistance and puts me completely at ease.
Mar 30th Geoffrey D very speedy!
Mar 30th Simon D You guys keep the process so simple and rewarding. Both Michael and Lochie have done exactly what I asked for and have talked me through what would have been, for me, a very difficult problem. You guys made it feel easy - but in a good way (apart from the reference to Michael's Dad!). Thank you so much. Simon
Mar 26th Sean K Support provided by Michael and James was excellent! Would highly recommend Purple Computing.
Mar 17th Stephanie N Amazingly fast response, and the issue was sorted within 30 minutes. Thank you Dean
Mar 12th Steve R Michael was very efficient in adding the new mailbox
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Feb 25th Longcroft O Sorted in no time as usual, thanks Lochie