Shared Mailbox Management

Shared Mailbox Delegation

This feature allows you to set/modify or remove the Send As, Send on Behalf, and Full Access permissions that users and groups have on Exchange Online shared mailboxes.

Steps:

1. Click the Office 365 tab.
2. Click Management from the options on the left pane.
3. Under Exchange Online, click Shared Mailbox Management.
4. Under Shared Mailbox Tasks, click Shared Mailbox Delegation.
5. Based on your need, select the permissions--Send As, Send on Behalf, and Modify Full Access--that you wish to set/modify or remove.
6. For each permission,
   Pick either Add Permission or Remove Permission, as per your need.
   Choose the users and groups whose permissions you wish to modify in Select Users/Groups field by clicking the icon.
7. In Find Shared Mailboxes to Modify,
   1. Select the desired Office 365 Tenant.
   2. Enter the names of the desired mailboxes in Select Shared Mailboxes field, and click Find. You can also import the list from a CSV file
   3. From the list displayed, pick the desired mailboxes, and click Apply.

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Configure Shared Mailbox Retention Policy

This feature allows you to apply a retention policy and also turn on the retention hold for Exchange Online shared mailboxes.

Steps:

1. Click the Office 365 tab.
2. Click Management from the options on the left pane.
3. Under Exchange Online, click Shared Mailbox Management.
4. Under Shared Mailbox Configurations, click Configure Shared Mailbox Retention Policy.
5. Select the appropriate Retention Policy, and specify the desired retention period in the Retain deleted items for field.
   If you wish to, you can also add an URL to the web-page which has detailed information about the retention policy selected.
6. Based on your need, select the Enable retention hold option and also specify the Retention hold duration.
7. In Find Shared Mailboxes to Modify,
   1. Select the desired Office 365 Tenant.
   2. Enter the names of the desired mailboxes in Select Shared Mailboxes field, and click Find. You can also import the list from a CSV file
   3. From the list displayed, pick the desired mailboxes, and click Apply.

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Shared Mailbox Permission Changes

This feature allows you to manage the permissions that users have on Exchange Online shared mailboxes.

Steps:

1. Click the Office 365 tab.
2. Click Management from the options on the left pane.
3. Under Exchange Online, click Shared Mailbox Management.
4. Under Shared Mailbox Tasks, click Shared Mailbox Permission Changes..
5. In Select Users/Permissions,
   Pick the desired users by clicking the icon in the Select Users field.
   Choose the required permissions in the Select Permissions field, and also pick Allow or Disallow, based on your need.
6. In Find Shared Mailboxes to Modify,
   1. Select the desired Office 365 Tenant.
   2. Enter the names of the desired mailboxes in Select Shared Mailboxes field, and click Find. You can also import the list from a CSV file
   3. From the list displayed, pick the desired mailboxes, and click Apply.

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Shared Mailbox Auto Reply Configuration

This feature allows you to configure the auto-reply options and also specify the desired auto reply email content for Exchange Online shared mailboxes.

Steps:

1. Click the Office 365 tab.
2. Click Management from the options on the left pane.
3. Under Exchange Online, click Shared Mailbox Management.
4. Under Shared Mailbox Tasks, click Shared Mailbox Auto Reply Configuration.
5. Based on your need, select the desired option from Enable Auto Reply, Schedule Auto Reply or Disable Auto Reply.
   Enter the message that has to be sent in the automated reply email in the text box provided below the auto-reply options. You can specify different messages for internal (within organization) and external users (outside organization).
6. In Find Shared Mailboxes to Modify,
   1. Select the desired Office 365 Tenant.
   2. Enter the names of the desired mailboxes in Select Shared Mailboxes field, and click Find. You can also import the list from a CSV file From the list displayed, pick the desired mailboxes, and click Apply.

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Shared Mailbox Forward To

This option allows you to enable or disable email forwarding for shared mailboxes. You can also configure internal and external forwarding addresses for shared mailboxes in bulk using this option.

Steps:

1. Click the Office 365 tab.
2. Select Management from the left navigation section and click Mailbox Management.
3. Under the Shared Mailbox Tasks category, select the Shared Mailbox Forward To option.
4. Select the Don't forward option if you want to disable email forwarding.
5. If you want the emails to be forwarded, then specify the Internal Email Address or External Email Address according to your need.
6. You can also choose to keep a copy of the forwarded emails.
7. Select the required Office 365 Tenant Account.
8. Select the desired mailboxes either by manually entering their names or by importing a CSV file that contains the details of the mailboxes.
9. Click on Apply.

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Shared Mailbox Conversion

This option allows you to convert a mailbox to a regular, room, or equipment mailbox, in bulk.

Steps:

1. Click the Office 365 tab.
2. Select Management from the left navigation section and click Mailbox Management.
3. Under the Shared Mailbox Tasks category, select the Shared Mailbox Conversion option.
4. Choose the type of mailbox to which the desired mailboxes have to be converted to. You can choose to convert mailboxes to the following types:
   1. Regular mailbox
   2. Room mailbox
   3. Equipment mailbox
   4. Shared mailbox
5. Choose the required Office 365 Tenant Account.
6. Select the desired mailboxes either by manually entering their names or by importing a CSV file that contains the details of the mailboxes.

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MailTip Settings

This option helps you enable or disable and configure the MailTip message for shared mailboxes in bulk.

Steps:

1. Click the Office 365 tab.
2. Select Management from the left navigation section and click Mailbox Management.
3. Under the Shared Mailbox Tasks category, select the MailTip Settings option.
4. If you want to enable the MailTip settings:
   1. Select the Set MailTip option
   2. Specify the MailTip text.

   NOTE: The maximum character limit of the MailTip is 175 characters and it will be displayed to the user while drafting the email.

5. If you want to disable the MailTip settings, select the Remove MailTip option.
6. Choose the required Office 365 Tenant Account.
7. Select the desired mailboxes either by manually entering their names or by importing a CSV file that contains the details of the mailboxes.
8. Select the desired mailboxes either by manually entering their names or by importing a CSV file that contains the details of the mailboxes.
9. Click on Apply.

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