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The user whose mailbox you want to convert to a shared mailbox must have a license assigned.
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How to Convert a User’s Mailbox to a Shared Mailbox Select On next to both Copy items sent as this mailbox and Copy items sent on behalf of this mailbox.Log in to the Microsoft 365 admin center using a global admin or an Exchange admin account.To set up a shared mailbox so that replies and other sent emails are saved in the Sent folder of the shared mailbox as well, take these steps: How to Configure a Shared Mailbox to Save Sent Emailsīy default, when a person sends mail using a shared mailbox, the sent message is stored in that person’s Sent Items folder. Therefore, if you want to use automapping, you have to manage access to the shared mailbox by assigning permissions to each user explicitly, rather than by using a security group. However, automapping is set on each user’s mailbox, not on the shared mailbox. If automapping is enabled (it is on by default), new shared mailboxes will show up in each user’s Outlook application automatically after they close and restart Outlook. Click +Add members and select the active users you want to have access to the new shared mailbox.Įnabling Members to See and Use the Shared MailboxĮxchange includes a feature called automapping, which automatically maps the shared mailboxes a user has permissions to, to their mailbox in Outlook.To add members, select Add members to this mailbox under “Next steps.”.You’ll automatically be assigned an email address, which you can edit.
Specify a name for the mailbox, which will appear in the “From” line in emails.To create a new shared mailbox, click + Add a mailbox.Log in as an administrator, using either a global account or an Exchange account.The process of creating a Microsoft 365 shared mailbox and adding new users is simple: How to Create a Microsoft 365 Shared Mailbox and Add Members A shared mailbox can be less secure because each user accesses it using their own credentials, and any of those credentials could be compromised.It’s not possible to encrypt emails that are sent from a shared mailbox.What are the limitations of a shared mailbox?Īlthough convenient, shared mailboxes have some limitations: If your organization has a hybrid Exchange environment, Microsoft suggests using the Exchange admin center (EAC) to manage your shared mailboxes. Transitioning between former and new employees.
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