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Create a shared mailbox

Exchange Online
 

Applies to: Office 365 Enterprise, Exchange Server 2013, Exchange Online

Topic Last Modified: 2013-10-19

Estimated time to complete: 5 minutes

Shared mailboxes makes it easy for a group of people in your company to monitor and send email from a common account, such as info@contoso.com or support@contoso.com. When a person in the group replies to a message sent to the shared mailbox, the email looks like it was sent by the shared mailbox, not from the individual user. You can read Open and use a shared mailbox to see some examples on how people are using shared mailboxes.

To learn more about shared mailboxes, see Shared mailboxes.

ImportantImportant:
Creating a shared mailbox is now a one-step process using the Exchange admin center. Looking for how to create a shared mailbox in other versions of Exchange? Check out these topics:

You need to be assigned permissions before you can perform this procedure or procedures. To see what permissions you need, see the "User mailboxes" entry in the Recipients Permissions topic.

  1. Go to Recipients > Shared > Add Add Icon.

  2. Fill-in the required fields:

    • Display name

    • Email address

  3. To grant Full Access or Send As permissions, click Add Add Icon, and then select the users you want to grant permissions to. You can use the CTRL key to select multiple users. Confused about which permission to use? See Which permission should you use? later in this topic.

    NoteNote:
    The Full Access permission allows a user to open the mailbox as well as create and modify items in it. The Send As permission allows anyone other than the mailbox owner to send email from this shared mailbox. Both permissions are required for successful shared mailbox operation.
  4. Click Save to save your changes and create the shared mailbox.

  1. Go to Recipients > Shared > Edit Edit icon.

  2. Click Mailbox delegation

  3. To grant or remove Full Access and Send As permissions, click Add Add Icon or Remove Remove and then select the users you want to grant permissions to.

    NoteNote:
    The Full Access permission allows a user to open the mailbox as well as create and modify items in it. The Send As permission allows anyone other than the mailbox owner to send email from this shared mailbox. Both permissions are required for successful shared mailbox operation.
  4. Click Save to save your changes.

This example creates the shared mailbox Sales Department and grants Full Access and Send on Behalf permissions for the security group MarketingSG. Users who are members of the security group will be granted the permissions to the mailbox.

NoteNote:
This example assumes that you’ve already created the security group MarketingSG and that security group is mail-enabled. See Manage mail-enabled security groups.
New-Mailbox -Shared -Name "Sales Department" -DisplayName "Sales Department" -Alias Sales | Set-Mailbox -GrantSendOnBehalfTo MarketingSG | Add-MailboxPermission -User MarketingSG -AccessRights FullAccess -InheritanceType All

For detailed syntax and parameter information, see New-Mailbox.

You can use the following permissions with a shared mailbox.

  • Full Access   The Full Access permission lets a user log into the shared mailbox and act as the owner of that mailbox. While logged in, the user can create calendar items; read, view, delete, and change email messages; create tasks and calendar contacts. However, a user with Full Access permission can’t send email from the shared mailbox unless they also have Send As or Send on Behalf permission.

  • Send As   The Send As permission lets a user impersonate the shared mailbox when sending mail. For example, if Kweku logs into the shared mailbox Marketing Department and sends an email, it will look like the Marketing Department sent the email.

  • Send on Behalf   The Send on Behalf permission lets a user send email on behalf of the shared mailbox. For example, if John logs into the shared mailbox Reception Building 32 and sends an email, it look like the mail was sent by “John on behalf of Reception Building 32”. You can’t use the EAC to grant Send on Behalf permissions, you must use Set-Mailbox cmdlet with the GrantSendonBehalf parameter.

For information about keyboard shortcuts that may apply to the procedures in this topic, see Keyboard shortcuts in the Exchange admin center.

TipTip:
Having problems? Ask for help in the Exchange forums. Visit the forums at: Exchange Server, Exchange Online, or Exchange Online Protection.
 
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