Adding or Removing Users to Shared Mailboxes

 

As a part of our Hybrid Active Directory (AD) environment we utilize Microsoft 365 (M365) to manage Shared Mailboxes. Shared Mailboxes are mailboxes that multiple Colleagues can access and manage simultaneously and act just like a regular mailbox. Former Colleagues, also have their mailboxes turned into Shared Mailboxes as part of the Offboarding process.

Step 1: Permission Types and when to grant access

  • Shared Mailbox permissions break down into three types:
    1. Read and manage
      • This is standard access and gives the user access to the mailbox. The mailbox will be attached in Outlook like a regular mailbox.
    2. Send As
      • IF needed, this will mimic the email address of the mailbox and will allow the user to email as if they were the Shared Mailbox.
    3. Send on Behalf
      • IF needed, this will give the user the ability to email for the inbox, but the email will state “Sent on Behalf of other user”.

 

  • For any normal Department Shared mailbox, i.e. Accounting, Info, Ticket Agents, etc. You can give access without further approval.

 

  • For a former Colleagues Shared Mailbox. IF the requester is the former Colleagues, direct Manager or Director. You can give access without further approval.
    1. **Use Active Directory or Outlook/Teams to determine the Manager/Director**
    2. IF it’s not a direct manager or Director. Do not give access without the direct manager or Director’s approval.
      • **Email direct Manager or Director for approval**

 

  • IF the request is for an active Colleague or a Colleague out on leave i.e. FMLA, Maternity, etc. 
    1. DO NOT GRANT ACCESS without approval from a Director or VP of People & Culture, i.e. Brandon Dedrel or Rubie Hernandez-Gano respectively.

 

Step 2: Nagivation

 

  • On the left-hand side expand “Teams & Groups”
    1. Select “Shared Mailboxes”
    2. You can use the search bar to look for a Shared Mailbox.  

Step 3: Adding a User

  • Once you’ve found the Shared Mailbox
    1. Select the name from the list to open
    2. Select “Read and manage permissions”
    3. Select “Add permissions”
    4. Use the search bar to find the Colleague to add.
      • If the search results are blank, double check your spelling.
      • If still blank, the Colleague has already been added to the mailbox.
    5. Check the box of the user/s you want to add.
    6. Select “Add” to save.
      • **It can take ~60 minutes for the changes to replicate through M365!**

 

  • IF you need to grant “Send As” or “Send on Behalf” permissions, follow the sequence above but navigate into those hyperlinks respectively.

 

  • Inform the requester that it can take ~60 minutes to populate in Outlook. Often, they’ll need to close and reopen Outlook for the mailbox to populate.

 

Step 4: Removing Users from Shared Mailboxs

  • Follow the steps above to navigate into the Shared Mailbox you want to manage.
    1. Select “Read and manage permissions”
    2. Or scroll down to find the user
    3. Select the check box of the user you want to remove
    4. Select “Remove permissions”
    5. Select “Yes” to remove from the group.
      • **It can take ~60 minutes for the changes to replicate through M365!**

Step 5: Escalation

  • IF you need further assistance, escalate to your Senior IT Analyst or IT Helpdesk Manager.

Questions?

 

Author: JW Madonna

Email: j[email protected]

Phone: 407-803-5005 x5005