How To Create Shared Mailbox

Modified on Thu, 22 Dec 2022 at 02:59 AM

Problem Statement:


How do I create a Shared Mailbox


Solution:


A shared mailbox is a mailbox that multiple users can use to read and send email messages. It doesn't have its own username and password. As a result, users can't log into them directly. To access a shared mailbox, users must first be granted Send As or Full Access permissions to the mailbox. Once that's done, users sign into their own mailboxes and then access the shared mailbox by adding it to their Outlook profile. 

Shared mailboxes can also be used to provide a common calendar, allowing multiple users to schedule and view vacation time or work shifts.


Why should one set up a shared mailbox?


  • Provides a generic email address (for example, info@contoso.com or sales@contoso.com), that customers can use to inquire about your company.
  • Allows departments that provide centralized services to employees (for example, help desk, human resources, or printing services), to respond to employee questions.
  • Allows multiple users to monitor and reply to email sent to an email address (for example, an address used specifically by the help desk).


Using Exchange Admin Center to create Shared Mailboxes:


You need to be assigned permissions before you can perform this procedure or procedures. To see what permissions you need, see the "User mailboxes" entry in the Recipients Permissions topic.


  1. Go to Recipients > Shared > Add

  2. Fill-in the required fields:

    • Display name

    • Email address

  3. To grant Full Access or Send As permissions, click Add, and then select the users you want to grant permissions to. You can use the CTRL key to select multiple users.

  4.  Click Save to save your changes and create the shared mailbox.


Using PowerShell to Create a Shared Mailbox:


#Create Shared Mailbox cmdlets
New-Mailbox
Set-Mailbox
Add-MailboxPermission


Example:


#Create Shared Mailbox Example

New-Mailbox -Shared -Name "Sales Department" -DisplayName "Sales Department" -Alias Sales
Set-Mailbox -Identity Sales -GrantSendOnBehalfTo MarketingSG
Add-MailboxPermission -Identity Sales -User MarketingSG -AccessRights FullAccess -InheritanceType All


This example creates the shared mailbox "Sales Department" and grants Full Access and Send on Behalf permissions for the security group "MarketingSG". Users who are members of the security group will be granted the permissions to the mailbox.

This example assumes that you've already created a mail-enabled security group named "MarketingSG" by using the New-DistributionGroup cmdlet. For more information kindly refer - Use PowerShell to Create a Shared Mailbox


You can use the following permissions with a shared mailbox.

  • Full Access: The Full Access permission lets a user log into the shared mailbox and act as the owner of that mailbox. While logged in, the user can create calendar items; read, view, delete, and change email messages; create tasks and calendar contacts. However, a user with Full Access permission can't send email from the shared mailbox unless they also have Send As or Send on Behalf permission.


  • Send As: The Send As permission lets a user impersonate the shared mailbox when sending mail. For example, if Kweku logs into the shared mailbox Marketing Department and sends an email, it will look like the Marketing Department sent the email.


  • Send on Behalf: The Send on Behalf permission lets a user send email on behalf of the shared mailbox. For example, if John logs into the shared mailbox Reception Building 32 and sends an email, it look like the mail was sent by "John on behalf of Reception Building 32". You can't use the EAC to grant Send on Behalf permissions, you must use Set-Mailbox cmdlet with the GrantSendonBehalf parameter. 

  • For more details kindly refer link - Permission to use for Shared Mailbox.

Kindly refer this MSDN article for adding the Shared Mailbox in your Outlook - Add Shared Mailbox in Outlook


Using CoreView

 

Steps to Create a Shared Mailbox using CoreView:


  1. Go to CoreView Portal
  2. Search for "Shared Mailbox" in the "FILTER REPORTS" textbox 


    

           3. Or go to Actions  --> Management Actions --> Mailbox --> Search for Create and choose "Create Shared Mailbox".



           4. Fill-in all the details to complete creation of Shared Mailbox



         5. Under Delegation option add users you want to give access to the Shared Mailbox. 

           


        

Please Note that Users added under Delegation will get 'Full Access' & 'Send As' access rights.



Note: Operators will be able to see and manage only mailboxes part of their V-Tenant defined scope


Using CoreSuite you can not only manage every aspect of mailbox permissions, but you can also create, manage, monitor and delete mailbox objects and their configuration easily, always within the scope of your V-Tenant.


CoreSuite is an advanced Microsoft 365 tool offered by CoreView, used for reporting, managing, monitoring, auditing, and automating activities on your tenant to help keeping it under control. It simplify day by day activities, while ensuring a safer and more compliance management through tenant delegation, granular permission control, license optimization, workflow.


Visit our main web site for more information.




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