Join David Elfassy for an in-depth discussion in this video Configure shared mailbox access, part of Office 365: Deployment.
- [Instructor] Office 365 offers methods for users to collaborate in a variety of different ways. It's not only about being able to collaborate on a Word document and share files by using quick links. Using Office 365, we can also collaborate using our Outlook client and using our mailboxes. Now you're likely very familiar with groups and distribution groups and we can create groups and distribution groups from the Office 365 admin center which is essentially a list of people that will all get the same email message.
That's pretty straightforward. However, there's a functionality that is much more interesting which is the Shared mailbox. And the Shared mailbox is really the ability of having multiple users share an inbox, a mailbox, that can receive all the same messages and they can both send messages as that mailbox. So for example, if you've got all your resumes coming in to your organization for people that are applying for jobs in your organization, and you may have an entire HR team that is involved with reviewing these resumes and scheduling meetings with the potential candidates and replying to their queries.
We can create a shared mailbox for the entire HR team. So let's see how we do that. First, from the Office 365 Admin center, I'll click on Shared mailboxes and then I'll click here on plus Shared mailbox to add a shared mailbox. So I'm going to call this one resumes for my organization and it's going to be email@example.com. Now I'm going to click Add to simply add this mailbox and it both creates the credential of the user and it also created the mailbox in Exchange online.
So I'm going to go ahead and Add members to this mailbox. And by adding members, I'm essentially allowing multiple individuals to access that mailbox and use the mailbox. So I'm going to add members to this mailbox by clicking on Add members. And I'm going to pick myself to be a member to the mailbox. You're not a member to the mailbox by default and I'm going to have adding Zachary as well. So both myself and Zachary have been added as members of this mailbox.
And I'm now going to be able to review the current list of existing members. Now note that it's telling you that this shared mailbox may not be visible until 60 minutes. It may take up to an hour for it to be visible from Outlook but we're going to go ahead and go into Outlook to be able to see how that looks, but first I'm going to close this and now review the list of mailboxes that are added as members of this shared mailbox. Again, that means that both of those users can read the content of this mailbox and send email messages as the mailbox so that the recipient of the email message does not know if the message is coming from David or Zachary, the message is simply coming from firstname.lastname@example.org.
So let's go into Outlook and see how that looks now. So if I click on Shared Mailboxes, I already created a shared mailbox earlier. I'm going to go ahead and create a new one. If I create a new mailbox and I give it a name, I'm going to call this one Resumes, email@example.com, and note that I can pick any one of my SMTP suffix domains to generate the email address that will be used for this mailbox. Then I'm going to specify my account, the account that will be used to share access, maybe there's other users that will have access as well.
So I have Zachary and David, both users will share access. And then I'm going to click Create. Now this will actually create the mailbox and provide access to multiple users. So now let's open up, it actually needs to provision, it takes a couple of minutes but it's going to create it as the system goes on. I'm going to login to Microsoft Outlook to see exactly how we can now access the shared mailbox. I've got my profile that's already been set.
Now I want you to note that here I have my data shared mailbox that I created earlier. Now I didn't have to do anything for the shared mailbox to appear in Outlook. It is automatically visible here and that's because it is part of my profile. Automatically because I have full access permission to this mailbox, it gets automatically added to my profile and it follows me wherever I go. And my Resumes mailbox is not here yet because they're still provisioning it within of Office 365.
So let me show you first what it looks like to send an email message from the shared mailbox. What I've done here is I've added the From field. The From field in Outlook is not there by default. To add it, you need to go in Options and click on the From button. Once you have the From field, you can go in a dropdown list and select all the mailboxes that you personally have full mailbox access to, the ability to send from. So I can pick here Data and I can send a message from Data.
So any recipient that will get this message will not know that it's coming from me. They'll think it's coming from mailbox Data. So I can send this message to anyone and I can send here, I have somebody named Michelle in my organization and I can send her the message and this is test message from Data, and send. And she will have received that message. Now any messages that also go into Data, I have access to.
So if I send an email message from David and I send it to the Data mailbox and I'm going to call this one Test message. Inside of the mailbox, I will get the test message. And here it is. So any messages come in, they are fully accessible. I have the ability to send messages from this mailbox, send messages to this mailbox.
This course details the process of moving your network to Office 365 by deploying a new Office 365 subscription. David Elfassy covers creating user accounts, adding domains, and configuring email, directories, conferencing, file sharing, and valuable business services such as PowerShell and SharePoint. Watch these tutorials to deploy your own implementation of Office 365 or to see if this technology fits your enterprise needs.
- Using FastTrack to prepare for Office 365
- Creating Office 365 user accounts
- Adding domains
- Configuring Outlook and Skype
- Configuring sharing and shared mailboxes
- Troubleshooting an Office 365 deployment
- Configuring PowerShell
- Creating SharePoint services