Azure Entra IDHow to create and edit shared mailboxes in Exchange Online

How to create and edit shared mailboxes in Exchange Online

Shared mailboxes allow a group of people in your organization to manage and send emails from a single account. When someone in the group responds to a message sent to the shared mailbox, the email appears to come from the shared mailbox rather than from the individual user.

Creating a shared mailbox in Exchange Online generates an active user account with a system-generated password. The tables below compares shared mailbox creation and management using Exchange Online and M365 Manager Plus.

Exchange Online

How to create a shared mailbox using the Exchange Admin Center (EAC)

  1. Open the EAC and go to Recipients > Mailboxes .
  2. Click on Add a shared mailbox and fill in the required details, such as Display Name , Email Address, and Alias .
  3. Click Create to save your changes. Now, you have created a shared mailbox.
  4. In the Next Steps section, click the Add users to this mailbox .
  5. Click the Add users button and select the users you want to grant permissions to the shared mailbox. You can either grant Full Access or Send As Permission to the users.
  6. Click Save.

Use the following cmdlet to create a shared mailbox using the Exchange Online PowerShell:

    New-Mailbox -Shared -Name "Sales Department" -DisplayName "Sales Department" -Alias Sales | Set-Mailbox -GrantSendOnBehalfTo MarketingSG | Add-MailboxPermission -User MarketingSG -AccessRights FullAccess -InheritanceType All
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M365 Manager Plus

How to create a shared mailbox in M365 Manager Plus:

  1. Log in to M365 Manager Plus.
  2. Go to Management > Exchange Online > Shared Mailbox Management .
  3. Under the Shared Mailbox Tasks, select Shared Mailbox Creation and select the Microsoft 365 tenant required.
  4. Use the CSV Import option for bulk creating shared mailboxes. Upload a CSV file that contains the required mailbox information.
  5. Click Import Mailbox(es). You can now view the data imported from the CSV file.
  6. Click on Apply to create the shared mailboxes.

Exchange Online

How to edit a shared mailbox delegation using the EAC

  1. In EAC, go to Recipients > Mailboxes .
  2. Select the shared mailbox you want to edit and click Manage mailbox delegation .
  3. Select Edit next to the permission type to grant or remove Full Access and Send As permissions.
  4. In the Manage mailbox delegation page, you can remove existing permissions by clicking on the listed users or grant new permissions by clicking Add permissions and selecting the users you want to authorize.
  5. Click Save .
  6. Click Close to close the Mailbox permissions added/removed page.

M365 Manager Plus

How to edit a shared mailbox delegation in M365 Manager Plus:

  1. Log in to M365 Manager Plus.
  2. Go to Management > Exchange Online > Shared Mailbox Management .
  3. Under the Shared Mailbox Tasks, select Shared Mailbox delegation . You can choose to modify the send as, send on behalf and/or full access permissions.
  4. Select the permissions, users, and groups that you want to modify, as well as the respective Microsoft 365 tenant and virtual tenant.
  5. You can either enter the names of the mailboxes you want to edit manually or upload a CSV file with the required details for bulk modification.
  6. Click Find. You will see the list of mailboxes. Click Apply to apply the changes.

Limitations of using Exchange Online

  • You cannot create or edit shared mailboxes in bulk.
  • Administrators should have the required role to access individual native admin centers and execute tasks in them.

Benefits of using M365 Manager Plus to manage shared mailboxes

  • Easily create and edit shared mailboxes in bulk and individually, all from a single console.
  • Assign these tasks to any technician without needing to grant them elevated native privileges.
  • Manage Microsoft 365 objects in bulk and automate repetitive tasks.
  • Generate intuitive reports and keep an eye on user and admin activities in your Microsoft 365 environment.
  • Monitor the health and performance of your Microsoft 365 services 24/7.
  • Generate detailed audit reports and easily meet compliance standards.
  • Delegate custom roles to help desk technicians and reduce the administrator's workload.

Easily create and manage shared mailboxes in Microsoft 365.

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