How do I access the shared account from a mobile device? You can also manually add the account from your account settings, under the “Email” tab. This should happen automatically once you close and restart Outlook. Some common questions from users include: How do I add a shared mailbox to my Outlook?
#What is a shared mailbox o365 how to#
Teaching Users how to Open and Use a Shared Mailbox in Outlook and on the WebĪs an admin of a shared mailbox, it’s your responsibility to help new users learn how to use shared mailboxes in Outlook.
However, this means a hacker who compromises a user’s account could gain access to the shared mailbox. Users usually access shared mailboxes using their own accounts. Click Convert under Convert to Shared Mailbox.In the Exchange admin center, choose Recipients > Mailboxes.To convert a user’s mailbox to a shared mailbox, take these steps:
#What is a shared mailbox o365 license#
If you deleted the license assigned to the user’s mailbox or account, you’ll have to restore it before you can convert the mailbox to shared mailbox. The user whose mailbox you want to convert to a shared mailbox must have a license assigned. How to Convert a User’s Mailbox to a Shared Mailbox
How to Configure a Shared Mailbox to Save Sent Emailsīy default, when a person sends mail using a shared mailbox, the sent message is stored in that person’s Sent Items folder. Therefore, if you want to use automapping, you have to manage access to the shared mailbox by assigning permissions to each user explicitly, rather than by using a security group. However, automapping is set on each user’s mailbox, not on the shared mailbox. If automapping is enabled (it is on by default), new shared mailboxes will show up in each user’s Outlook application automatically after they close and restart Outlook. Click +Add members and select the active users you want to have access to the new shared mailbox.Įnabling Members to See and Use the Shared MailboxĮxchange includes a feature called automapping, which automatically maps the shared mailboxes a user has permissions to, to their mailbox in Outlook.To add members, select Add members to this mailbox under “Next steps.”.You’ll automatically be assigned an email address, which you can edit. Specify a name for the mailbox, which will appear in the “From” line in emails.To create a new shared mailbox, click + Add a mailbox.Log in as an administrator, using either a global account or an Exchange account.The process of creating a Microsoft 365 shared mailbox and adding new users is simple: How to Create a Microsoft 365 Shared Mailbox and Add Members A shared mailbox can be less secure because each user accesses it using their own credentials, and any of those credentials could be compromised.It’s not possible to encrypt emails that are sent from a shared mailbox.What are the limitations of a shared mailbox?Īlthough convenient, shared mailboxes have some limitations: If your organization has a hybrid Exchange environment, Microsoft suggests using the Exchange admin center (EAC) to manage your shared mailboxes. Transitioning between former and new employees.Having contractors or vendors send invoices to one consistent place.Providing everyone in a department with access to the same inbox.Using a consistent alias for customer support or reception.Shared mailboxes can store up to 50GB of data without requiring a license.Ĭommon examples of scenarios where businesses need a shared mailbox include: What is a shared mailbox in Microsoft 365?Ī shared mailbox allows multiple users with the appropriate permissions to access the same email account, whether to send emails, access shared folders, or use the same calendar and contacts list.
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