Microsoft 365 Shared Mailboxes & How they REALLY Work! 

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.

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

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

Excellent explanation. Andy...

Hi Andy, I appreciate your videos. They are very digestible. Question: how do you customize the Exchange admin site to display an org as opposed to "Microsoft 365 admin center"?

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?

Always very useful information, thanks!

Well explained. Thank you

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?

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

Tq again for the new topic

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

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

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!

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.

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 ?

I don’t particularly like the reference to read and manage being ‘full access’ If you give someone access in to read/manage… they can’t send… they can only edit, create Mail, etc… full access to me would include send which is why I avoid calling it that… It’s read/edit/manage permissions and there are separate send permissions that can be given out…

Are shared mailboxes protected with office 365 ATP? Do i need additional licenses for protecting them when i have 50 E5 licenses already?

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

Great video even better if you could time stamp it. Thank you.

Dear Andy, you got a new subscriptor! I have a question that I cant seem to solve, I need to put a "lock" on users deleting emails from the shared inbox. I cant find a way to do so, I need them to be part of it, but not to delete. I found a way to do it with powershell scripts but it only does to the inbox folder, only that folder. My users have several folders created and there is no way to grant only read/answer access to these, do you have any idea how to do it? Thanks!

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

Hi Andy...Thanks for all you do..... I have an exited user in my organization, but I need to forward his emails to another user for 6 months before totally offboarding him. We run a hybrid environment, users are created on-premises and then synced to the cloud. Would creating a shared mailbox work in this scenario? if yes, would the user mailbox be converted to a shared mailbox on-premise using EMS or it can be done directly on M365 Admin page or power shell. Also the user's current mailbox is 47.5GB. OR. Can I place a litigation hold on it, removing the user license, then enabling mail forwarding for the needed duration. Note: I don't want the mailbox to be licensed for the duration of the 6 months it needs to be forwarded.

How do you establish a shared Microsoft mailbox centrally, allowing users to have individual email versions. So that any change made by a user like deleting or archiving does not impact the original email but only their version of the email gets altered?

I tried multiple times converting the user mailbox to shared mailbox to delete the user from users list, but no matter what i do there is a user being displayed for the shared mailbox, even though the Mailbox is created in Shared Mailbox page it did replicate a user with the same display name in active user list. can you please confirm is there any other settings that i need to change in exchange admin for the user to be not replicating in the admin center page.

What happens to the shared mailbox after isiah's account is permanently deleted after 30 days? Does the sharedmail box still exist or does it get removed

Hi Andy, is there maximum of shared mailbox whats is allowed by Microsoft. What we do is convert accounts of people who left the company. Cant imagine that MS allows endless amount of shared mailboxes. Greetings from Holland :)

may I know what is "Sent items" Not copied to mailbox?

How can i view the shared mailbox permission history,

how can I restrict a shared mail box to receive internal Email only

If an external mail tries to send a mail to a shared mailbox, will that work?

Are you featured in PluralSight?

I changed a user into a shared mailbox and Outlook for Mac keeps asking for the password of the newly assigned user to that shared mailbox. The former user which became that shared mailbox was delinked from any licenses. However that login prompt pops up every 30 seconds and the user is not able to either use his/her own mailbox nor the shared mailbox now. Any suggestions?

Hi Andy, a user question came in today that I realized I had not thought about and I'm sure it's been asked before. We have 5 users on the Shared Mailbox. They all get the email coming in. If one of them deletes a message is that message deleted for all or is it only in their inbox? It appears from my research that the message in inbox1 will only be deleted from inbox1 and all other inboxes for the shared mailbox will still show that message. It is as if 5 copies of the email get sent to 5 people and if one of the deletes it is only deleted locally in their inbox. Is this correct?

Shared Mailbox Desktop Drafts Not working its stored in Personal Mailbox how to overcome this issue while we add as additional account in Outlook Desktop.

I love your videos. Really good content. My goal is to watch them all in November :o ! Thank you for your work.

If we attached 3-4 shared mailbox to outlook of single mailbox. Will it impact outlook performance?

Great videos, 1 question if you delete user in azure active directory does the user's email deleted as well as they all part of Microsoft 365 package.

I somehow missed the explanation why/when to use shared mailbox instead of group.

A shared mailbox cannot be compared the the group mailbox in a 365 group. That behaves more like a distribution list

Hi! great video. Thank you. Have a question here. IS there a way to generate a report that shows who sends an email using shared mailbox? thanks in advance.

Do you have any information on the "anchor user" that is created when a shared mailbox is created? Not necessarily when an existing user is converted, but a new shared mailbox is created directly. Microsoft doesn't go into much info on exactly what function these serve and I can implicitly assume, but I'd like to reference something more concrete. Thanks

Hey Andy. Really enjoyed this. Quick Q pls - is it possible to have 1 tenant/account, multiple custom domains and the ability to send/receive email from them all? Struggling to work this out as a new Exchange user, and Outlook for macOS and iOS doesn't seem to support it. Thank you!

+

Does Shared Mailbox look disabled in AD? If yes then why?

I was wondering what happens with the users on a SM or DL leaves the company?

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?

Hi Andy After creating the shared mailboxes, where would you actually see them ?within your m365 outlook as a separate entry under the main inbox?

What is the appropriate way to rename/edit a shared mailbox/distribution group which was created on prem but it's now cloud synced? I read about changing this in Exchange on prem or AD on prem by changing the Smtpnaddresses in the attribute editor and so on. As always thanks a lot Andy!

Hello Andy, Can you please explain how to convert a DDL "Query-Based Distribution List" from an On-Prem AD to a mail enabled Dynamic Distribution List in Exchange Online or O365 or Azure?

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

Super helpful, thank you so much!

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.

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.

A very peace destroying intro, great content though!

great tutorial. thank you!

Thanks you are great

Thank you, Andy

Thank you!

10-Q Maestro.

If you add members to a shared mailbox through the dashboard they are added with autodiscover. The autodiscover is handy so you dont have to add that shared mailbox manually in outlook app. However this brings some annoying behaviour with it. If you answer or delete a mail in the shared mailbox then that mail gets send to the send or deleted folder of your default mailbox ( so not the shared mailbox) Other people using the sharedmailbox cant see that a mail has been answered or deleted. To counter this you can add a member to a shared mailbox with powershell and specifically say not to add it with autodiscover. The annoying part of this is that you still have to go and add the mailbox manually in outlook app. Is there a way to keep the autodiscover part without these annoying side effects in outlook app?

Many Thanks Andy, was waiting for this video 🙏

it's really great video clear and to the point

👍🏻

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