Shared mailboxes are easily created to allow a group of people to send e-mails to a shared e-mail address such as & #8222; firstname.lastname@example.org“ monitor and send. If a person in the group replies to a message that was sent to the shared mailbox, the sender of the e-mail is the shared mailbox, not the individual user.
Shared mailboxes contain a shared calendar! Many small businesses like to use the shared calendar as a central place where every employee can enter their appointments. For example, all three people who make customer visits can view the shared calendar and enter their appointments in it. This is an easy way to keep everyone up to date on their location.
Create a shared mailbox and add members
- Log on with an Office 365 Global Administrator or Exchange Administrator account. If you see the message & #8222;You do not have permission to access this page or perform this action& #8220; you are not an administrator.
- Choose on the page shared mailboxes + Add a mailboxout. Enter a name for the shared mailbox. The wizard then selects the e-mail address, but you can edit it.
- click on Add. It may take a few minutes before you can add members.
- Choose under Next Steps Add members to this mailboxout. & #8222; members & #8220; are the people who should be able to view the inbound emails for this shared mailbox and the outbound responses.
- Click on the button + Add members . Check the box next to the people you want to use this shared mailbox and select to saveout.
- Choose Shut down out.
You have a shared mailbox and you have a shared calendar. Now go to the next step: Blocking the logon for the shared mailbox account.
Block the logon for the shared mailbox account
Each shared mailbox has a corresponding user account. Note that when you created the shared mailbox, you were not prompted for a password. The account has a password but is generated by the system (unknown). You should not use the account to log in to the shared mailbox.
What happens if an administrator simply resets the password of the shared mailbox user account? Or what happens if an attacker gains access to the credentials of the shared mailbox account? This would allow the user account to log in to the shared mailbox and send e-mail messages. To prevent this, you must block the login for the account associated with the shared mailbox.
Use the new admin center to block logon for the shared mailbox account
The new Admin Center is available to all Microsoft 365 administrators. You can sign up by clicking the button New admin center Select toggle at the top of the start page. For more information, see Information about the new Microsoft 365 admin center.
- Go to the page in the Admin Center user > active users .
- In the list of user accounts, look for the account for the shared mailbox (for example, do not change the filter to licensed users).
- Select the user to open the properties panel, and then select this user is blocking out.
Note: If the account is already blocked, that will Sign blocked displayed above, and the icon reads the Blocking for this user.
- Select in the area to block this user? the option Block users from logging in, and then choose save Changesout.
Use the old admin center to block logon for the shared mailbox account
- Go to the page in the Admin Center user > active users .
- For example, look in the list of user accounts for the shared mailbox account (for example, do not change the view to licensed users), and then select the account.
- Select the option in the Properties flyout Block loginout.
Note: If the account has already been blocked, the button & #8220; Unblock & #8220; for the registration.
- Make sure that in the flyout Edit login status the Block users from login option is selected and select to save and then Shut downout.
For instructions on how to block sign-in to Azure AD PowerShell accounts (including many accounts concurrently), see Block user accounts with Office 365 PowerShell.
Allow anyone to view the sent emails (the answers)
By default, messages sent from the shared mailbox are not in the & #8222; Sent Items & #8220; saved in this mailbox. Instead, they are in the folder & #8222; Sent Items & #8220; the person who sent the message.
If you want to allow all users to view the sent emails, edit the shared mailbox settings in Admin Center and select Sent items > To editout.
Add the shared mailbox in Outlook
If you have autoenroll enabled in your organization (most users by default), the shared mailbox automatically appears in your user's Outlook app after Outlook is closed and restarted.
For more information, see:
- Open and use a shared mailbox in Outlook
- Add a shared mailbox to Outlook on the Internet
- Add a shared mailbox to Outlook Mobile
- Open a shared folder or mailbox in Outlook for Mac
- Add rules to a shared mailbox
Got an error message that no send permissions were granted?
For example, you create a shared mailbox and then try to send a message. But you get the following:
& #8222; This message could not be sent. You do not have permission to send the message on behalf of the specified user. & #8222;
This message appears when Office 365 encounters an issue with the replication latency. It should disappear in an hour or so when the information about your new shared mailbox (or added user) is replicated to all of our data centers. Wait an hour, and then try sending a message again.
Use a shared mailbox on a mobile device (smartphone or tablet)
There are two ways to access a shared mailbox on a mobile device:
- Paste the shared mailbox in the Outlook for IOS App or in Outlook for Android Mobile Appadded.
For instructions, see Add a shared mailbox to Outlook Mobile.
- Open the browser, sign in to Office 365, and then switch to Outlook on the web. From Outlook on the Web, you can access the shared mailbox.
For instructions, see Add a shared mailbox to Outlook on the Internet.
Use the shared calendar
If you created the shared mailbox, you automatically created a shared calendar. We prefer to use the shared calendar of the mailbox as a SharePoint calendar to keep track of appointments and the location of people. A shared calendar is built into Outlook and is much easier to use than a SharePoint calendar.
- In the Outlook app, go to Calendar view and select the shared mailbox.
- When you enter appointments, anyone who is a member of the shared mailbox can view them.
- Each member of the shared mailbox can create, view, and manage appointments on the calendar, as well as your personal appointments. Any user who is a member of a shared mailbox can view their changes to the shared calendar.
Forward emails sent to a shared mailbox
You do not need to license the shared mailbox to forward mail sent to you. You can forward the messages to any valid e-mail address or distribution list.
- Select the shared mailbox that you want to edit, and then select e-mail forwarding > To editout.
- Set the toggle button to aand enter 1 e-mail address to which the messages should be forwarded. It can be any valid email address. To forward to multiple addresses, you must a distribution group for the addresses and then enter the name of the group in this field.
- click on to save.
Sending automatic replies from a shared mailbox
- Select the shared mailbox that you want to edit, and then select automatic answers > To editout.
- Put the switch on One, and choose whether to send the response to people inside or outside your organization.
- Enter the answer you want to send to people within your organization. You can only add text (no images).
- If you also To send a reply to people outside your organization, select the check box you want to reply to and enter the text. It is not possible to send a reply only to people outside your organization (without involving people within your organization).
- click on to save.
Max. Size for shared mailboxes: 50 GB
Your shared mailbox can store up to 50 GB of data without requiring you to license it. Then, you must assign a license to the mailbox to store more data. For more information about licensing shared mailboxes, see Exchange Online Limits.
When a shared mailbox reaches its storage limit, you can still receive emails for a while, but no longer send new emails. Thereafter, the reception of e-mails is also terminated. Senders for the mailbox receive a non-delivery report.
Prevent members from deleting messages in a shared mailbox
Unfortunately, you can not prevent people from deleting messages in a shared mailbox. For example, suppose five people use a shared mailbox. One of these people deletes an e-mail after reading. This deletes the email for each mailbox member & #8211; even if it has not been read by all. The only way to prevent this is to create an Office 365 group instead of a shared mailbox.
Other important information about shared mailboxes
- You do not need to assign licenses for shared mailboxes that are less than 50 GB in size.
- You must grant users (membership) permissions to the shared mailbox. Only people within your organization can use a shared mailbox.
- You can not grant people outside your organization (for example, people with a Gmail account) access to your shared mailbox. If you want to do that, consider creating a group for Outlook instead. For more information, see Create an Office 365 group in the Admin Center.
- In addition to using Outlook on the Internet from your browser to access shared mailboxes, you can also use the Outlook for IOS app or the Outlook for Android app. For more information, see Add a shared mailbox to Outlook Mobile. Another option is to create a group for your shared mailbox. For more information, see Comparing groups.
- You can not encrypt emails sent from a shared mailbox. This is because a shared mailbox does not have its own security context (username / password), so it can not be assigned a key. If more than one person is a member and you send / receive emails that you have encrypted with their own keys, other members may be able to read the emails, and others may not, depending on which public key the email is using. Mail was encrypted.
- You can convert user mailboxes to shared mailboxes. Read about it Convert a user mailbox to a shared mailbox.
- User with roles & #8222; Global Administrator & #8220; or & #8222; Exchange Administrator & #8220; can create shared mailboxes.
- To create a shared mailbox, you must subscribe to an Office 365 Corporate Plan that contains emails (the Exchange Online service). The Office 365 Business subscription does not contain emails; Office 365 Business Premium.
- A shared mailbox is not intended for direct logon by the associated user account. You should always block logon for the shared mailbox account and keep it blocked.
Fix problems when creating shared mailboxes
- Error message: the proxy address & #8222; SMTP:
& #8220; is already being used by the proxy addresses or legacyExchangeDN of & #8222;. & #8220; used. Select a different proxy address
This issue occurs if you try to name the shared mailbox that is already in use. For example, if you want shared mailboxes to have the names & #8222; info @ domaene1 & #8220; and & #8222; info @ domaene2 & #8220; give. There are two options for this:
- Use Windows PowerShell. For instructions, see the following blog post: Create Shared Mailboxes with Same Alias at Different Domains in Office 365 (& #8222; Creating shared mailboxes with the same alias at different domains in Office 365 & #8220;).
- Or, to work around this error message, first name the second shared mailbox differently. Then call in Admin Centerthe shared mailbox the way it should be.
How automatic mapping works for shared mailboxes
Auto-assignment is set for the user's mailbox, not the shared mailbox.
This means that if you are trying to manage who can access the shared mailbox through a security group, automatic allocation will not work. Therefore, you must explicitly assign permissions to use automatic mapping.