Microsoft Exchange Server 2016: Shared Mailboxes
This tutorial is going to present an overview of shared mailboxes.
A shared mailbox is a mailbox which various users can use to read and send email messages. Shared mailboxes might also be used to offer a common calendar, permitting multiple users to schedule and access vacation time or work shifts.
Why do we require to setup a shared mailbox?
- Offers a generic email addresses (for instance, [email protected] or [email protected]), which customers can use to inquire regarding your company.
- Permits departments that provide centralized services to employees (for example, help desk, human resources, or printing services), to respond to employee questions.
- Allows multiple users to monitor and reply to email sent to an email address (for example, an address used specifically by the help desk).
What are shared mailboxes?
A shared mailbox is a type of user mailbox which doesn’t have its own user name and password. Consequently, users can’t log into it them directly. To view a shared mailbox, users must first be granted Send As or complete Access permissions to the mailbox. Once that’s over, users sign into their own mailboxes and then view the shared mailbox by adding it to their Outlook profile.
In Exchange 2003 and previous editions, shared mailboxes were just a routine regular mailbox to which an administrator would grant delegate access. Beginning in Exchange 2007, shared mailboxes turned their own recipient type:
- RecipientType: UserMailbox
- RecipientTypeDetails: SharedMailbox
- In earlier version of Exchange, creating a shared mailbox was a multi-level and multi-step process in which you had to use the Exchange Management Shell to finish few of the tasks. In Exchange 2013, you may use the Exchange admin center (EAC) to create a shared mailbox in one step.
- The fact is the EAC has a functional feature area devoted completely over to the shared mailboxes. Just traverse and navigate over to the Recipients > Shared mailboxes to access all the management tasks for shared mailboxes.
You are allowed to use the following permissions with a shared mailbox.
- Full Access The complete access permission lets a user log into the shared mailbox and act as the owner of that respective mailbox. While logged in, the user may create calendar items; read, delete, view, and change email messages; create calendar, tasks and contacts. But, a user with Full Access permission cannot send email from the shared mailbox till they also have Send As or Send on Behalf permission.
- Send As The Send As permission allows a user impersonate the shared mailbox when sending mail. For instance, in case Kweku logs into the shared mailbox Marketing Department and transmits an email, it is going to look like the Marketing Department sent the email.
- Send on Behalf The Send on Behalf permission allows a user send email on behalf of the shared mailbox. For instance, if John logs into the shared mailbox Reception Building 32 and transmits an email, it may give an impression as if the mail was sent by “John on behalf of Reception Building 32”. You cannot use the EAC to grant Send on Behalf permissions, you should use Set-Mailbox cmdlet with the GrantSendonBehalf parameter.
Converting and Transforming shared mailboxes
- In earlier versions of Exchange, you might use a regular routine mailbox as a delegated mailbox. In case you have delegated mailboxes, you might also use the Exchange Management Shell to convert and transform those delegate mailboxes to shared mailboxes.