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
- Log into https://portal.office365.com with the credentials of an Exchange Administrator rights (or higher)
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
- For Webmail users, see these instructions for adding a Shared Mailbox
- For Outlook 2016 Mac Desktop users, see these instructions for adding a Shared Mailbox:
- Shared Mailboxes – Adding To Outlook 2016 (Mac)
- For Outlook 2016 Windows Desktop users, see these instructions for adding a Shared Mailbox:
Sources
Internal Document
