Steps to Create Shared Mailbox in office 365

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For creating a shared mailbox in office 365, you have to first create a normal mailbox. If you are in a staged environment or even hybrid deployment, you first create a normal mailbox in on-premise exchange and sync it to the cloud.

Now you should have a mailbox in office 365. Once you have that, you can convert that mailbox type to Shared, so that it becomes a shared mailbox without a licence. The advantage is that if you use a normal mailbox, you need to assign a licence. If you convert it to 'Shared Mailbox', you do not need to assign licence. But you can give other licenced users, access rights to this shared mailbox which will have 5GB of storage space and also you can decide on who needs to have 'Send As' permissions.

In this example, the company is in a staged migration, with single sign on and directory sync. So the email 'info@abc.com' is under 'generic accounts; in the on-premise AD. After sync, the same email is synced to the office 365. There is another user named ashley@abc.com. Here, the info@abc.com email is converted to 'Shared Mailbox' and ashley@abc.com is given permission to access the inbox and 'SendAs' info@abc.com. The following steps will achieve this.

1. First create the SendAs rights for the shared mailbox

First install powershell and follow the procedures as provided in this url before proceeding further. http://help.outlook.com/en-us/140/cc952755.aspx 

Once you have completed all the steps in the above url, continue below.

Open the powershell and type in the following command

Add-RecipientPermission -Identity info@abc.com -Trustee ashley@abc.com -AccessRights SendAs

PS C:\Windows\system32> Add-RecipientPermission -Identity info@abc.com -Trustee ashley@abc.com -AccessRights SendAs

Confirm

Are you sure you want to perform this action?
Adding recipient permission 'SendAs' for user or group
'ashley@abc.com' on recipient 'info@abc.com'.
[Y] Yes  [A] Yes to All  [N] No  [L] No to All  [?] Help (default is "Y"): Y

Identity        Trustee         AccessControlTy AccessRights    Inherited
                                pe
--------        -------         --------------- ------------    ---------
Adam One        Ashley…………..... Allow           {SendAs}        False

2. Check if the SendAs permissions are granted properly.

Get-RecipientPermission -Identity info@abc.com | Select Trustee, AccessControlType, AccessRights

PS C:\Windows\system32> Get-RecipientPermission -Identity adam.one@nexwave.com.sg | Select Trustee, AccessControlType, AccessRights

Trustee                    AccessControlType          AccessRights
-------                    -----------------          ------------
NT AUTHORITY\SELF          Allow                      {SendAs}
Ashley J... Allow                      {SendAs}

3. Now Grant 'FullAccess' rights for the shared mailbox

Add-MailboxPermission -Identity info@abc.com -User ashley@abc.com -AccessRights FullAccess -InheritanceType All

PS C:\Windows\system32> Add-MailboxPermission -Identity info@abc.com -User ashley@abc.com -AccessRights FullAccess -InheritanceType All

Identity             User                 AccessRights        IsInherited Deny
--------             ----                 ------------        ----------- ----
Adam One             APCPRD03\ashley52... {FullAccess}        False       False

4. Verify that the permissions are applied to Mailbox ID 1, use the following command:

Get-MailboxPermission -Identity info@abc.com | Select User, AccessRights, Deny

In the results, you should be able to confirm that <Mailbox ID 2> has Full Access rights granted.

5. Now, convert the mailbox type to Shared.

 

PS C:\Windows\system32> set-mailbox info@abc.com -type Shared
PS C:\Windows\system32>


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Comments(1)


1. View Comment

This is an old method although it works. The better method is as follows I am using hr@yourdomain.com as an example:
1. First create a new-mailbox with type set as shared.
New-Mailbox -Name "HR" -Alias hr -Shared
2. Then set the mailbox size to 5GB (This is very imp)
Set-Mailbox hr -ProhibitSendReceiveQuota 5GB -ProhibitSendQuota 4.75GB -IssueWarningQuota 4.5GB
3. Then login to your 365 exchange admin console and create a security group as follows:
3.1 Select My Organization > Users & Groups > Distribution Groups > New.
3.2 Specify a display name, alias, and e-mail address. In this example, we'll use Hr Staff, hrDG, and hrDG@yourdomain.com
3.3 Select the Make this group a security group check box.
In the Ownership section, click Add to add an owner, if necessary.
3.4 In the Membership section, click Add.
3.5 In the Select Members page, select the users you want to add. When you are finished, click OK.
3.6 On the New Group page, click Save.

4. Now give access to the hr mailbox to this security group
Add-MailboxPermission "HR" -User hrDG -AccessRights FullAccess

5. Finally give SendAs permission
Add-RecipientPermission "HR" -Trustee hrDG -AccessRights SendAs

Thats it you are done. So next time you want to add another user to this group, just add the user to the security group. This way it is easier to mange next time.


View Tutorial          By: Emiley at 2013-01-11 03:56:02

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