Who reads message in shared mailbox

Shared mailboxes in Exchange Online

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Shared mailboxes make it easy for a group of people in your company to monitor and send e-mail from a shared account, such as B. [email protected] or [email protected] Shared mailboxes make it easy for a group of people in your company to monitor and send email from a common account, such as [email protected] or [email protected] When a person in the group replies to a message sent to. When a person in the group replies to a message sent to the shared mailbox, the email looks like it was sent by the shared mailbox, not from the individual user.

Hints:Notes:

  • You should create your shared mailbox in the Microsoft 365 admin center. For more information, see Create a shared mailbox.

  • Creating a shared mailbox in Exchange Online also creates an active user account with a system-generated (unknown) password To block sign-in for this account, see Block sign-in for the shared mailbox account.

  • If your organization uses a hybrid Exchange environment, you should use the Exchange admin center ( EAC) in your on-premises Exchange organization to create and manage shared mailboxes. To learn more about shared mailboxes, see Shared mailboxes in Exchange Online.

  • When users move items from one folder to another in a shared mailbox, a copy of the item is stored in the Recoverable Items folder.

Create a shared mailbox using the Exchange Admin Center (EAC) Use the EAC to create a shared mailbox

Before you can perform this procedure or procedures, you must be assigned the appropriate permissions. You need to be assigned permissions before you can perform this procedure or procedures. For information on the permissions you need, see the "Recipient" entry in the To see what permissions you need, see the "Recipients" entry in the Feature permissions in Exchange Online topic.

  1. Open the EAC Exchange admin center.

  2. change to recipient > Mailboxes, and then click on adding a shared mailbox add. Go to Recipients > Mailboxes and then click Add a shared mailbox.

  3. Fill-in the required fields:

    • SurnameSurname
    • E-mail addressEmail address
    • AliasAlias
  4. click You on Create, to save your changes and create the shared mailbox. Click Create to save your changes and create the shared mailbox.

  5. click in the Next Steps section on the link users to this Post office box under the Next steps section, click the Add users to this mailbox link.

  6. To grant Full Access or Send As permissions, click the Add users button, and then select or search the users you want to grant permissions to. Confused about which permission to use? For more information, see Which Permissions Should You Use? Later in this topic. See Which permissions should you use? later in this topic.

    Note

    Full access authorization enables a user to open the mailbox and create or change items in it. The "Send As" permission allows users who are not the mailbox owner to send email from the shared mailbox. Both permissions are required for successful shared mailboxes. The Full Access permission allows a user to open the mailbox as well as create and modify items in it. The Send As permission allows anyone other than the mailbox owner to send email from this shared mailbox. Both permissions are required for successful shared mailbox operation.

  7. click on to saveto save your changes and create the shared mailbox. Click Save to save your changes and create the shared mailbox.

Use the EAC to edit shared mailbox delegation

  1. In the Exchange admin center, navigate to receiver > Mailboxes. In the EAC, go to Recipients > MailboxesSelect the shared mailbox, and then click Delegation symbol Select the shared mailbox, and then click Manage mailbox delegation.

  2. To grant or remove Full Access (Read and manage) and Send As permissions, click Edit next to the permission type.

  3. On the Manage mailbox delegation page, you can remove permissions that have already been added by clicking the users listed, or grant the permission by clicking Add Permissions and then selecting the users for whom you want to grant permissions. You can remove permissions already added by clicking on the users listed (if any) or grant the permission by clicking Add permissions and then select the users you want to grant permissions to.

    Note

    Full access authorization enables a user to open the mailbox and create or change items in it. The "Send As" permission allows users who are not the mailbox owner to send email from the shared mailbox. Both permissions are required for successful shared mailboxes. The Full Access permission allows a user to open the mailbox as well as create and modify items in it. The Send As permission allows anyone other than the mailbox owner to send email from this shared mailbox. Both permissions are required for successful shared mailbox operation.

  4. click on to saveto save your changes. Click Save to save your changes.

  5. click You close, to close the Mailbox Permissions Added / Removed page. Click Close to close the Mailbox permissions added / removed page.

Use a shared mailbox

To learn how users can access and use shared mailboxes, check out the following articles:

Use Exchange Online PowerShell to create a shared mailbox

To connect to Exchange Online PowerShell, see Connect to Exchange Online PowerShell.

This example creates the shared mailbox Sales Department and gives the MarketingSG security group Full Control and Send on behalf of permissions. Users who are members of the security group are granted permissions on the mailbox. This example creates the shared mailbox Sales Department and grants Full Access and Send on Behalf permissions for the security group MarketingSG. Users who are members of the security group will be granted the permissions to the mailbox.

For detailed syntax and parameter information, see New-Mailbox.

Which permissions should you use?

You can use the following permissions with a shared mailbox.

  • Full control: The "Full Control" authorization enables a user to open the shared mailbox and act as the owner of this mailbox.Full access: The Full Access permission lets a user open the shared mailbox and act as the owner of that mailbox. After accessing the shared mailbox, the user can create calendar items, read, view, delete and change e-mails and create tasks and calendar contacts. After accessing the shared mailbox, a user can create calendar items; read, view, delete, and change email messages; create tasks and calendar contacts. However, a user with Full Control permission cannot send e-mail from the shared mailbox unless they also have Send As or Send on behalf of Access permission can't send email from the shared mailbox unless they also have Send As or Send on Behalf permission.

  • Full control: The "Full Control" authorization enables a user to log into the shared mailbox and act as the owner of this mailbox. While logged in, the user can create calendar items, read, view, delete and change e-mails, and create tasks and calendar contacts. However, a user with "Full Control" permission cannot send e-mail from the shared mailbox unless they also have "Send As" or "Send on behalf of" permission.Send As: The Send As permission lets a user impersonate the shared mailbox when sending mail. For example, if Kweku logs into the shared mailbox Marketing Department and sends an email, it will look like the Marketing Department sent the email.

  • Sending on behalf of: The “Send on behalf of” permission enables a user to send e-mail on behalf of the shared mailbox.Send on Behalf: The Send on Behalf permission lets a user send email on behalf of the shared mailbox. For example, if Johan logs into the shared mailbox "Reception building 32" and sends an email, it looks as if the email was from " Johan on behalf of Reception Building 32 ". For example, if John logs into the shared mailbox Reception Building 32 and sends an email, it look like the mail was sent by" John on behalf of Reception Building 32 ". You can Do not use EAC to grant “send on behalf of” permissions. You have to Set mailboxCmdlet with the GrantSendonBehalfYou can't use the EAC to grant Send on Behalf permissions, you must use Set mailbox cmdlet with the GrantSendonBehalf parameter.

More information

For information about keyboard shortcuts that may apply to the procedures in this topic, see Keyboard shortcuts for the Exchange admin center.

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