Shared mailbox in Exchange Online allow a group of users to view and send email from a common mailbox. Understanding shared mailbox limitations in office 365 is important for setting up right expectations for customers. A lot of customers asked questions about utilizing shared mailboxes in office 365. Before we suggest a solution to the customers we should have a strong understanding of shared mailbox limitations in office 365. In this blog post, we will try to build an understanding on shared mailbox limitations to help customers in making a decision when to use a shared mailbox versus user mailbox.
Understanding Shared Mailbox Limitations in Office 365
A shared mailbox in office 365 is:
- Free and do not require a license, but every user that accesses the Shared Mailbox must be assigned an Office 365 license.
- Cannot be accessed by users with Exchange Online Kiosk license.
- Can be used to store emails sent to and received by the Shared Mailbox.
- Can be used to store data migrated from on-premises Public Folders.
- Each shared mailbox can be a maximum size of 50GB but shared mailboxes over 50GB in size need to be licensed.
- A Shared mailbox doesn’t have a username and password and users cannot log into it directly. A user must sign in to his/her own mailbox and then open the shared mailbox using permissions.
- Cannot be used to archive emails from a user.
- Cannot be used for Journaling.
- Cannot be accessed using ActiveSync clients.
- Doesn’t support Unified Messaging feature.
- Cannot be accessed using Outlook client. To access a shared mailbox on outlook client, you need to first configure a user mailbox that has access to shared mailbox.
- Active Directory user associated with a shared mailbox is always a disabled user account.
Create a Shared Mailbox in Office 365 using EAC:
To create a shared mailbox in office 365 using EAC, we need to follow the steps mentioned below.
- Log on to Office 365 Admin Center using Global Admin credentials.
- Go to Exchange Online Admin Center –> Recipients –> Shared and Click on + icon
- Enter Shared Mailbox information. Add users to Shared Mailbox that will have permissions to view and send email from shared mailbox.
Create a Shared Mailbox in Office 365 using Remote PowerShell:
To create a shared mailbox in office 365 using Remote PowerShell, Follow the steps mentioned below.
- Connect to Exchange Online PowerShell.
- After connecting to Exchange Online PowerShell, Run the cmdlet New-Mailbox -Name “Shared Mailbox Name” -Alias “Shared Mailbox Alias” -Shared
- Once the mailbox is created, Run the cmdlet to assign appropriate permissions to users. Add-RecipientPermission “MSTechTalk Shared” –Trustee riaz –AccessRights SendAs. This cmdlet will assign “Send As” permissions to user Riaz.
You can find more information on Exchange online limitations at TechNet.