Shared Mailbox Creation Template

You can create new shared mailboxes in both Exchange Server and also Microsoft 365, along with all the desired settings and permissions, in a single step, using a customizable template. Further, templates also allow you to fine tune the shared mailbox creation process, exactly as per your organizational needs.

Also, templates allow you to securely delegate the process of creating new shared mailboxes as you can easily customize the templates using simple drag-n-drop actions, to dictate the way mailboxes have to be created. That is, based on the technician or user to whom the template will be assigned or the technician who will be creating the shared mailbox, you can make any field mandatory, read-only or even hidden.

By default, certain fields are mandatory for Active Directory and Microsoft 365. Depending on which option is selected, either Active Directory or Microsoft 365, the other fields that don't correspond or that aren't relevant will no longer be mandatory.

Steps to create a new shared mailbox creation template

1. Click the Management tab.

2. Go to Mailbox Management. Under Shared Mailbox Templates, click Shared Mailbox Creation Templates.

3. In the shared mailbox creation templates page, click the create new template link.

4. Enter the desired name and description for the template.

5. Select the domain in which this template will be used.

6. Click Enable Drag-n-Drop to customize the template structure, by dragging and dropping the required fields from the field tray to the relevant tab.

7. To customize the template (add or remove a tabs/field from the template, enter a value for a field, to make a tab/field silently active, etc.), follow these instructions:

   • Click the General tab.
     - If you wish to rename this tab, click the edit icon located beside the tab name or double click the name of the tab and enter a new name.
     - To hide or delete the entire tab and all its fields from the help desk technician during shared mailbox creation, click the '-' or 'x' icon, located beside the tab name. Whenever a field or tab is deleted, it moves to the field tray and can be dragged and dropped back into the template, whenever needed.
     Under each tab, the fields will be placed under fields groups. In General tab, all the fields are by default, place under one common group General.
     • If you wish to rename a field group, click the Edit link located beside the field group name and enter the new name.
     • To hide the entire field group or delete it, click Make Silently Active or the Delete link respectively.
     • As per your need, you can make any field mandatory. To make any field mandatory, click the edit icon that appears when you point the mouse over the desired field.
     • You can also make any field read-only or hide it (silently active), as needed.
     • Once you complete customizing the tab, for all the desired fields, enter the values that you wish to save.
     • To save a value for any field, point the mouse over the desired field, click the edit icon that appears, enter the appropriate value and click Done to save.
   • Click the Contact tab. By default, the fields under this tab are grouped under two field groups telephone or organization and address.
     Make the desired customizations to the fields in this tab and if you wish to preset the value for any field, add appropriate value to the desired field.
   • Click the Exchange tab. By default, the fields in this tab are placed under the following field groups: Exchange general, storage limits or proxy mail ids, delivery restrictions or delivery options, Exchange 2010, 2013, or 2016 policies and mobile services or protocols. Make the desired customizations to the fields in this tab and if you wish to preset the value for any field, add appropriate value to the desired field.
   • Click the Remote Mailbox tab. In this tab, you can enable a remote mailbox and an archive mailbox for it and default this selection.
     Note: You cannot enable a remote shared mailbox and Exchange mailbox at the same time.
   • Click the Delegation tab. The fields under this tab allow you to set the full access rights, send as and send on behalf of permissions. Make the desired customizations to the fields in this tab and if you wish to preset the value for any field, add appropriate value to the desired field.
   • Click the Custom Attributes tab. Using the Custom attributes tab, you can add the custom attributes (configured in the AD schema) to ADManager Plus.
     To add a custom attribute permanently and use it for multiple management/reporting tasks, click the configure custom attribute link; use the add additional attribute link to add a custom attribute for only a specific operation. If you wish to preset the value for any field, add appropriate value to the desired field.
8. Once you have made the required customizations in all the tabs, click Save Template to create the new template.

Note: Each field can be used only once and in one tab only. All the fields that are being used will appear greyed out in the field tray. By default, all the fields in the field tray are greyed out as all the fields are used in the tabs. You cannot drag-n-drop the fields which are greyed out. Fields belonging to Exchange tab cannot be used in any other tab and vice versa. When a field is deleted from the tabs, it is moved to the 'field tray'; it can be dragged and dropped back into the template, whenever needed.

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Field Tray:

When the 'Drag-n-Drop' option is enabled, you can see two components or panes. The pane on the left has all the default tabs and all their corresponding fields. This pane is called the 'Field Tray'. The fields can be dragged and dropped to the required tabs in the template or unwanted fields can be moved back to the field tray from the template.

Silently Active:

Using the silently active option, it is possible to hide a tab or a field without actually deleting it.

When this option is enabled, the respective tab or field and also the values in the tab will not be displayed during the shared mailbox creation process but will actually be used while creating the shared mailbox.

This option is useful in cases where the administrator would like give values to the attributes in the tab but would not like the person creating the shared mailbox to know the values being provided.

This option can be selected by clicking the '-' symbol which is displayed, beside the delete option, when the mouse is positioned over or near the tab name.

Field Group:

A field group contains a group of related attributes placed under one common head.

A new field group can be added using the Add Group' option that is placed inside the tab on the top right corner.

Similar to the tab, a field group or any field that is placed in a field group can be made 'silently active'.

Drag-n-drop:

This option makes is possible to drag and drop the required field or attribute in the required tab.

Click on the tab in which you would like to add a new field. Then, drag and drop the required field from the field tray to the required field group inside the tab.

While moving the field/attribute, there will be a box that will be displayed automatically inside the field group where you move the field to, you can drop the required field inside this box in the required position.

Making a field a Mandatory or Read Only

• Point the mouse over the attribute which you wish to designate as a mandatory one.
• Place the mouse pointer over the edit icon that is visible beside the attribute name.
• Click Edit from the options listed.
• Click Options.
• Under Security, select Mandatory or Read Only, as per your need.
• Click Done, to save the changes.

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