Guide to Create a Shared Mailbox in Office 365
Aftab Alam
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Updated On - September 29, 2023 |
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Updated On - September 29, 2023 |
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Updated On - September 29, 2023 |
Read time: 7 minutes
Each employee receives a professional email account to communicate effectively with clients and team members, ensuring sender and receiver identities. However, certain email accounts, such as complaint@business.com, info@business.com, contact@business.com, serve distinct purposes.
These email IDs receive a high volume of messages, making it impractical for a single person to manage. To handle this, multiple users collaborate. In Exchange Server or Exchange Online, these shared email IDs are called Shared mailboxes, allowing several users to send and receive emails. A key advantage is that when a user responds to an email, the recipient sees it as from the shared mailbox, not the individual user’s. Experts also recommend to export Office 365 mailboxes to PST, including Shared mailboxes, for enhanced data security against potential malicious attacks.,/p>
Additionally, a shared mailbox includes a shared calendar that permits each member to add their appointments. This feature simplifies scheduling meetings with team members; you can easily check the calendar to find suitable time slots when they are available.
Let’s see the step-by-step process of how to create a shared mailbox in Office 365 and add members to it.
In Microsoft 365, a Shared Mailbox is an email account shared among multiple users, enabling them to collectively send, receive, and manage email traffic using a shared email address, such as info@company.com. Typically, these mailboxes are established for teams engaged in similar operations, like sales, support, or reception services.
Creating a shared mailbox in Office 365 can be a complex process without the right guidance. To establish a shared mailbox and add members to it seamlessly, follow the steps outlined below.
Using this simple procedure, you can effortlessly create a Shared Mailbox using the Microsoft 365 Admin Center-
Step-1) Log in to your Office 365 account and go to the Admin section to open the Office 365 Admin Center.
Step-2) In the Teams & Groups category, open the drop-down and click on Shared Mailboxes.
Step-3) On the new page of Shared Mailbox, you can click ‘Add a shared mailbox’ to create a new one.
Step-4) Input a unique name for your organization. The Email section will be filled automatically with the group’s exact name. But you can change it too. In the Domains list, you can choose any domain of your business. Then, click Save Changes.
Step-5) Creating the mailbox will take a couple of minutes, and you will get a successful message after its creation. Next, click on ‘Add members to your shared mailbox.’
Step-6) Choose the members from the list to add to the shared mailbox. Click Add.
Step-7) When you choose the shared mailbox from the list, then you can check that members are listed there.
The message also shows that the changes will appear in Outlook and OWA within 60 minutes. So, after 60 minutes you can check your Outlook applications and see a new shared mailbox in it.
You can create a shared mailbox using the Exchange Online PowerShell by following the process below–
Step 1) First create a mail-enabled security group and provide a proper name.
Step 2) Connect the PowerShell with the Exchange Online.
Step 3) Run the New-Mailbox command.
You can create shared mailboxes from Exchange Admin Center also. Follow the steps:
Creating a Shared mailbox is a straightforward process that can be easily accomplished using the Admin Center. Shared mailboxes are typically used by individuals working toward common goals and often contain critical data. It’s essential to regularly back up all the information stored in these mailboxes. When you take a backup of Office 365 mailboxes, you should be cautious that you backup the shared mailbox. Kernel Office 365 Backup and Restore software is one such tool that mainly takes the backup of Office 365 mailboxes, including shared mailboxes.
A- To create a shared calendar in Office 365, follow the below steps:
1- Log in to your Office 365 account and navigate to the calendar app.
2- Click on New Calendar on the left side of the screen.
3- Give the calendar a name and a description, and select a color for it.
4- Under Permissions, choose who you want to share the calendar with. You can select specific people or groups or make it public.
5- Choose the level of permission you want to give to each person or group. You can choose whether they can view the calendar, edit it, or become the owner of the calendar.
6- Click on Create to save the calendar.
Now that you have created the calendar, you can add events and appointments. You and the people you have shared calendar with can view and edit the calendar, depending on the permissions you have assigned.
