Work with Office 365 shared mailboxes

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Content: 

Managing Office 365 shared mailboxes can be crucial for IT administrators to ensure efficient collaboration and communication within an organization. Shared mailboxes allow multiple users to access and manage a common mailbox, providing a central point for receiving and sending emails related to specific teams or projects. Cayosoft Administrator offers comprehensive tools for managing these shared mailboxes, simplifying administrative tasks, and enhancing productivity.

In this article, we will guide you through the essential processes of working with Office 365 shared mailboxes using Cayosoft Administrator. You will learn how to create, configure, and manage shared mailboxes, as well as how to assign permissions and ensure seamless integration with your existing Office 365 environment. By leveraging Cayosoft Administrator, you can streamline mailbox management, enforce consistent policies, and optimize your Office 365 infrastructure.

New Office 365 Shared Mailbox 

1. In the Cayosoft Web Portal, expand the Microsoft 365 node and select Mailbox-Shared.

2. On the Actions menu, click New Office 365 Shared Mailbox.
   
   

3. In the New Office 365 Shared Mailbox dialog, configure the following:

   • Display Name: The name that will be shown in the global address list (GAL) and other email directories. This name should be easily recognizable and descriptive of the mailbox's purpose or the team it serves.

   • Alias: A unique identifier for the mailbox that can be used to access it via email. It typically aligns with the mailbox's primary SMTP address and should be concise and easy to remember.

   • Primary SMTP address: The main email address associated with the shared mailbox. This address will be used for sending and receiving emails and should reflect the mailbox's alias or the name of the team/project it represents.

   • Comment: Add any additional notes or descriptions related to the shared mailbox. 

4. Click Next.

5. On the sent items step, configure the following:
   • Copy items sent as this mailbox: This setting controls whether emails sent by members of the shared mailbox, using the "Send As" permission, are copied to the shared mailbox's Sent Items folder.
   • Copy items sent on behalf of this mailbox: This setting determines whether emails sent by members on behalf of the shared mailbox are copied to the shared mailbox's Sent Items folder.
6. Click Next.

7. Add Users with full access and Send As permissions if needed. When configuring a new shared mailbox in Office 365 using Cayosoft Administrator, you may need to grant certain permissions to users to ensure they can manage and utilize the shared mailbox effectively. Here are the descriptions for adding users with Full Access and Send As permissions.
   Clicking the Add button opens the Object selection dialog. Select a user, review its properties, and click OK to add users with specific permissions.

8. Click Create.

 

Properties

1. In the Cayosoft Web Portal, expand the Microsoft 365 node and select Mailbox-Shared.
2. Search for the mailbox you want to see properties for.
3. Select the checkbox on the left next to the mailbox. 

4. On the Actions menu, click Properties.

5. In the Modify Office 365 Shared Mailbox (mailbox name) dialog, configure the following:
6. General: Provide general information about the mailbox like name, alias, or comment.
7. Organization: Provide the work information about the mailbox user like job title, company, etc.
   Clicking the Change button next to the Manager field opens the Select Objects dialog. Browse for a manager's user account and click OK to add a manager.
   You can also clear the Manager field by expanding the dropdown list next to the Change button.
8. Contact: Provide contact information like work phone, address details, etc.
9. Member of: Review the list of the Office 365 groups the selected mailbox user is a member of. 
   Clicking the Add button opens the Object selection dialog. Browse for a group, review its properties, and click OK to add this user to the selected group.
   Multi-selection is supported.
10. Click Update to save changes.

 

View Shared Mailbox Mailbox Properties

1. In the Cayosoft Web Portal, expand the Microsoft 365 node and select Mailbox-Shared.
2. Search for the mailbox you want to see properties for.
3. Select the checkbox on the left next to the mailbox. 

4. On the Actions menu, click Mailbox.

5. In the Mailbox (mailbox name) Shared Mailbox dialog, configure the following:
   • Email address: Provide an additional email address if needed. In the Email addresses list, you can set any of the newly created emails as primary.
   • Usage: Provide essential information about the shared mailbox's activity and storage status. It helps administrators monitor the mailbox's usage and manage its storage limits effectively.
     • Last Azure AD logon: This shows the last time a user logged into the shared mailbox using Entra ID (Azure Active Directory). This information helps track mailbox activity and identify potential security concerns.
     • Mailbox usage: Indicates the current storage usage of the shared mailbox. It is displayed in kilobytes (KB) and bytes, for example, "12.21 KB (12,498 bytes)." This helps in monitoring how much storage the mailbox is consuming.

     • Server name: This field shows the name of the server hosting the shared mailbox. Knowing the server name helps administrators locate and manage the mailbox within their network infrastructure.

     • Database name: This field displays the name of the database where the shared mailbox is stored. It helps in managing and maintaining the database, ensuring data integrity and performance.

     • Location: This specifies the physical or logical location of the mailbox within the organization's infrastructure. It can help in understanding the geographical distribution and management of mailboxes.

     • Issue a warning at (GB): This setting defines the storage limit at which the system will issue a warning to the mailbox owner or administrator. It helps in proactive mailbox management by alerting users before the mailbox reaches its full capacity.

     • Prohibit send at (GB): This setting specifies the storage limit at which the mailbox will no longer be able to send emails. It ensures that the mailbox does not exceed its allocated storage by preventing further outbound emails.

     • Prohibit send and receive at (GB): This setting defines the storage limit at which the mailbox will be prohibited from both sending and receiving emails. It is the final threshold to ensure the mailbox does not exceed its storage capacity, maintaining system performance and reliability.

   • Features: Provides an overview of the various policies and toggles that can be applied to a shared mailbox. These settings allow administrators to configure how the mailbox behaves, which services it can use, and how it interacts with other systems within the organization.

      

     • Sharing Policy: This setting determines how the mailbox can share calendar and contact information with external users. It controls the permissions and visibility of shared data, ensuring that the organization's sharing policies are adhered to.

     • Role Assignment Policy: This policy dictates what administrative roles and permissions are assigned to the mailbox. It helps in managing access control and ensuring that only authorized personnel can perform certain actions on the mailbox.

     • Retention Policy: This policy defines how long emails and other data are retained in the mailbox before they are deleted or archived. It helps in complying with organizational and legal data retention requirements.

     • Address Book Policy: This setting specifies which address books are available to the mailbox. It helps in managing how users see and interact with the organization's address lists, ensuring that they have access to the correct contacts and distribution lists.

     • Outlook Web App: This toggle enables or disables access to the mailbox via the Outlook Web App (OWA). When enabled, users can access the mailbox through a web browser.
     • Exchange ActiveSync: This toggle enables or disables synchronization of the mailbox with mobile devices using Exchange ActiveSync. It allows users to access their mailbox on smartphones and tablets.
     • Focused Inbox: This toggle enables or disables the Focused Inbox feature, which automatically sorts important emails into the Focused tab and other emails into the Other tab, helping users to prioritize their emails.
     • MAPI: This toggle enables or disables access to the mailbox via Messaging Application Programming Interface (MAPI). MAPI is used by email clients like Microsoft Outlook to access and manage emails.
     • POP3: This toggle enables or disables access to the mailbox via Post Office Protocol 3 (POP3). When enabled, users can download emails to their local email client and access them offline.
     • IMAP4: This toggle enables or disables access to the mailbox via Internet Message Access Protocol 4 (IMAP4). IMAP4 allows users to access and manage their emails from multiple devices while keeping the emails on the server.
     • Hide Mailbox from GAL: This toggle, when enabled, hides the mailbox from the Global Address List (GAL). This can be useful for mailboxes that should not be visible to all users within the organization.
     • Archive: This toggle enables or disables the archive mailbox feature. When enabled, an additional mailbox is created to store archived emails, helping to manage mailbox size and retention.
     • Litigation Hold: This toggle enables or disables Litigation Hold on the mailbox. When enabled, all mailbox content is preserved immutably, preventing any data from being permanently deleted. This is useful for legal compliance and eDiscovery.
     • Enable Mailbox Auditing: This toggle enables or disables mailbox auditing. When enabled, actions performed on the mailbox (such as access, send, delete) are logged for auditing and compliance purposes.

 

Update shared mailbox email SMTP addresses

1. Click the Microsoft Office 365 administrative unit

2. Click Mailboxes-Shared

3. Enter the name of the shared mailbox in the search field and click Search Objects

4. Click the checkmark to the left of the shared mailbox’s name

5. On the Actions menu, click Mailbox

6. The Email address tab should already be selected

7. In the Add new email address field enter the new email address suffix then select the target domain name from the drop-down list to the right of the @ symbol

8. Click the + button to add the address to the E-mail addresses list

9. If the new address should become the Primary e-mail address of the user, under the Primary column, click the checkbox to the left of the new e-mail address

10. Click Update

 

Grant send on behalf to a shared mailbox

1. Click the Microsoft Office 365 administrative unit

2. Click Mailboxes-Shared

3. Enter the name of the shared mailbox in the search field and click Search Objects

4. Click the checkmark to the left of the shared mailbox’s name

5. On the Actions menu, click Mailbox

6. On the Mailbox dialog click the Delegation tab

7. In the Send on Behalf section click Add

8. Search for and select the recipient that will receive the permission then click OK

9. Click Update

 

Grant full access to a shared mailbox

1. Click the Microsoft Office 365 administrative unit

2. Click Mailboxes-Shared

3. Enter the name of the shared mailbox in the search field and click Search Objects

4. Click the checkmark to the left of the shared mailbox’s name

5. On the Actions menu, click Mailbox

6. On the Mailbox dialog click the Delegation tab

7. In the Send As section click Add

8. Search for and select the recipient that will receive the permission then click OK

9. Click Update

 

Grant send as to a shared mailbox

1. Click the Microsoft Office 365 administrative unit

2. Click Mailboxes-Shared

3. Enter the name of the shared mailbox in the search field and click Search Objects

4. Click the checkmark to the left of the shared mailbox’s name

5. On the Actions menu, click Mailbox

6. On the Mailbox dialog click the Delegation tab

7. In the Full Access section click Add

8. Search for and select the recipient that will receive the permission then click OK

9. Click Update

 

 

 

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 Change History

Version	Notes
7.0.0	New Office 365 Shared Mailbox and Properties web actions added.