Introduction
Shared mailboxes in Office 365 Exchange Online offer a convenient way for teams to manage and collaborate on emails efficiently. In this guide, we will explore the benefits of shared mailboxes, how to create them, manage permissions, best practices for usage, and troubleshooting common issues.
Benefits of Shared Mailboxes
- Enhanced collaboration among team members
- Centralised communication for specific departments or projects
- Efficient email management without the need for individual accounts
How to Create a Shared Mailbox
- Sign in to Office 365 Admin Center
- Go to ‘Groups’ and select ‘Shared mailboxes’
- Click on ‘Add a mailbox’ and enter the required details
- Assign permissions to users who will manage the shared mailbox
Managing Permissions for Shared Mailboxes
It is essential to set permissions carefully to ensure the security and proper functioning of shared mailboxes. Follow these steps:
- Assign ‘Full Access’ permissions to users who need to manage the mailbox content
- Grant ‘Send As’ permissions to users who should send emails on behalf of the shared mailbox
- Regularly review and update permissions based on team changes
Best Practices for Using Shared Mailboxes
- Establish clear email management protocols and guidelines
- Avoid using shared mailboxes for personal emails to maintain professionalism
- Organise emails into folders for easy access and retrieval
Troubleshooting Common Issues
Here are some common issues users may encounter when setting up or using shared mailboxes:
- Permissions not applied correctly – Verify permissions settings in the Admin Center
- Email delivery delays – Check mailbox quotas and internet connectivity
- Missing emails – Review message trace logs to track missing emails
By following these steps and best practices, you can effectively create and manage shared mailboxes in Office 365 Exchange Online for seamless team collaboration and communication.
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