Microsoft 365 Shared Mailboxes & How they REALLY Work!

n this episode I take a look at Exchange shared mailboxes in Microsoft 365. Specifically how to set them up, manage them and troubleshoot them. I’ll also show you how to convert a regular mailbox and back as well as troubleshooting and licensing. If you’re a Microsoft 365 admin then this is a skill that you must know.

[alnicholson]

Amazing video. Really simply explained. I left IT Support 7 years ago when everything was on premises servers on virtual servers. Got an interview lined up this week and this is really helpful to see the interface. Looks like MS have actually made it a really simple interface. Will definitely watch more videos.

[RichyQE]

Thank you, very clear explanation about what to do and how with mailbox and shared mailbox.

[scottt]

Well explained as always Andy. Nice pace of delivery. As the community grows, the comments are also very useful. Surely 27.1k subscribers is a mistake!

[patriziolocatellirossi]

Thank you Andy ...your are very clear !!

[iradukundapatrick]

Shared mailbox is a cool feature, nice video, I am wondering though if shared mailbox might play a role in how interaction logs emails are displayed on contacts in business central, and if so how would you ensure that the interactions logs emails are correctly matched to their contacts?

[keithbateman]

Microsoft keep changing the Admin centres, usually not for the better. It is like they do not want company administrators to have much control over the user experience, which companies need for uniformity and a corporate image.

In this video is the classic Exchange Admin centre, which is no longer available. In The Exchange admin centre there are no options to set a shared mailbox user to have 'Send on behalf of' access permissions. We feel 'Send as' permissions clashed with GDPR as we cannot tell whom has sent an email, unlike 'send on behalf of'. It also causes issue with automated email signature service such as Exclaimer .... the signature is for the mailbox, not the sender. Therefore we have to set this in the O365 admin central, which we are finding buggy of late.

[MathildeDANTOVERHILLE]

Hi Andy, thank you a lot for your great video - it was very useful for me .
Would it be possible to go further on this notion of shared mailbox in the creation of invitation to a Teams meeting
What are the differences between a shared mailbox with an E1 license and without?
How to manage meeting options, organizers, presenters, retrieve the recording and the file of attendees and use whiteboard, breakout rooms etc
Thanks in advance for your help

[kuldiphayer]

Excellant video, and information, especially the restore issue discussed int eh later part of the video.

[vegasjosejavier]

Greetings Andy!

You said that regular mailboxes converted to shared mailboxes can be deleted without affecting the shared mailbox, but I've tried to do this multiple times (when a user leaves) and every time I delete the user the shared mailbox gets deleted as well.

I though this was why they ask you to change the display name before the conversion, so you can differentiate regular users from shared mailboxes in the active users pane and don't get deleted by mistake.

[Bayoir]

Thank you for this resource Andy, I it has helped me a great deal on my new role.. I have few questions if you will oblige me.

1. What's the most effective way of adding users to a shared mail box especially if you have tons of them to add. Does adding groups help? Also, if the users were never in a group, do you still have to do it manually by Checking on the users you want?

2, I did create a shared mailbox and I tried sending a test mail from the newly created mailbox, unlike in this video I didn't use an existing user as my shared mailbox, the challenge I am having however is that the mail didn't deliver to the recipient with the new address of the shared mailbox, it still delivers with the mail address of the user I sent the mail from even tho I made sure to remain on the tab of the new shared mail box. Any reason why that is happening?

[selampeace]

it's really great video clear and to the point

[markazcpa]

Always very useful information, thanks!

[skijunkiemom]

Hi Andy - just joined as gold Patreon member. So excited!! Here is my question, I often have departments that want to share a time off calendar. I wouldn't really be a resource calendar, the users jsut want to be able to add/view/edit a shared calendar. I tried creating a shared mailbox and then shared with the dept users. They received the invitations but as users excepted, it was creating multiole shared calendars. Can you refer me to a video on shared shared mailbox calendars?

[ahmedali-xfgs]

Many Thanks Andy, was waiting for this video 🙏

[rohitpindoriya]

Hi Andy, Nice explained in all videos, I have one question, How we can enable MFA (Multifactor Authentication) for the shared mailbox

[thusheefer]

Is there any way to check activity (example who has actioned an email) in a shared outlook inbox?

[PassionataDance]

In hybrid you have to create the user mailbox first and then convert it to a shared mailbox.

[butdidyoureboot]

Can you go over powershell cmdlets to manage shared mailboxes and go over the differences in adding it via the admin portal as opposed to using Powershell commands such as auto mapping features etc? Or about how the PST file is impacted whether you use auto mapping as opposed to adding the shared mailbox to a users outlook app.

[Martin-rr]

I have a problem with shared mailbox or maybe it is by design.
So the problem is that if I have custom folders in Inbox of that shared mailbox and I move some emails from inbox to custom folders. The emails will copy to folder not move. So they stay in inbox and are copied into the custom folder. But I would like to have option to just move them. Classic way drag and drop.
Second problem is when I try to delete a message from trash they will bounce back. Is there a way to delete them from trash ?

[jeretchristopher]

Hi Andy, how can we share or add external users (with email addresses outside our domain, such as Gmail) to shared mailboxes?