Shared Mailbox is a popular feature of office 365 that serve for storing “Public data” that we want to share between organization users. • (In the current time, Exchange online doesn’t support the option of: Public Folder. Shared Mailbox could be used as a alternative solution ) In this presentation we will review • What are the characters of: Shared Mailbox. • How to create and managed Shared Mailbox. Links 1. Shared Mailbox - PowerShell commands article You can read more information and get the PowerShell commands that we use in the video clip by reading the following article http://www.o365info.com/2012/06/shared-mailbox-powershell-commands.html 2. PowerPoint presentation You can watch and download the PowerPoint presentation from the following link: http://www.slideshare.net/o365info/shared-mailbox-office-365-14701290 3. How to create Remote PowerShell session to Exchange online You can learn how to create Remote PowerShell session to Exchange online by using the following link: http://www.youtube.com/watch?v=OUnA6k9pOxg

1. Shared Mailbox - Office 365
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2. Shared Mailbox - Office 365
In this video we will learn about:
• What are the characters of: Shared Mailbox in an office 365
environment.
• How to create and managed Shared Mailbox in an office
365 environment.
Additional resources
• At the bottom of the video, you can find a link to:
– An article that includes all of the PowerShell commands that are
used in the Video clip.
– The PowerPoint presentation.
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3. Shared Mailbox - Office 365
The video includes 2 parts:
Part 1/2
• General information about: Shared Mailbox
• Create the Shared Mailbox
• Set Shared Mailbox size
• Assign permissions to Shared Mailbox
– “Full Access” and “Send As” permissions
Part 2/2
• Assign permissions to Distribution Group
• Access Shared Mailbox
• Shared Mailbox Management (using PowerShell)
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4. Part 1/2 - Shared Mailbox
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5. Shared Mailbox - Office 365
Remote PowerShell
The Basic assumption is that:
You know how to create Remote PowerShell session to Exchange
online.
In case that you are not familiar with the steps for creating the
remote PowerShell session, watch the video clip:
Connect to Exchange online by using Remote PowerShell
(You can find a link to the article and the video at the bottom of this
video).
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6. Shared Mailbox - Office 365
Shared Mailbox ?
Shared Mailbox, as the name implies, serve for
storing “Public data” that we want to share between
organization users.
• (In the current time, Exchange online doesn’t
support the option of: Public Folder.
Shared Mailbox could be used as an alternative
solution).
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7. Shared Mailbox - Office 365
Few facts about: Shared Mailbox Step 1
1. There is no option for creating Shared Mailbox by
using the office 365 Web based interface.
(The New version of office 365 will include an option
to use Web interface).
The only option for creating Shared Mailbox is:
By using PowerShell commands.
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8. Shared Mailbox - Office 365
Few facts about: Shared Mailbox Step 1
2. Shared Mailbox is a special Mailbox, that doesn’t
require a license.
If we want to use the option of “no license” for the
Shared Mailbox, the maximum Mailbox size should
be: 5GB.
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9. Shared Mailbox - Office 365
Few facts about: Shared Mailbox Step 1
3. There is no limitation for number of Shared
Mailbox that can be created.
We can create Shared Mailboxes for each
department, for a specific project etc.
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10. Shared Mailbox - Office 365
Few facts about: Shared Mailbox Step 1
4. We cannot configure outlook profile for the Shared Mailbox
(Because by default, Shared Mailbox doesn’t have a license).
• The way that we use, for accessing the Shared Mailbox
content is:
– Outlook mail client: by adding the Shared Mailbox as
“Additional Mailbox” to the Outlook mail profile.
– OWA mail Client: by using the option of “open other user
Mailbox”.
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11. Shared Mailbox - Office 365
Few facts about: Shared Mailbox Step 1
5. Assign permission to a User/Distribution Group
• We can assign Mailbox permission to: user or to a
Distribution Group.
• We cannot assign permission to “Standard
Distribution group”.
• To be able to assign permissions to “Group”, we will
need to configure the Distribution Group also as a
“Security Group”.
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12. Shared Mailbox - Office 365
Shared Mailbox “Work Flow” Process Step 1
• Create the Shared Mailbox
One
• Set Shared Mailbox size to 5GB
Two
Thre • Assign permissions to Shared Mailbox
e
• Access Shared Mailbox
Four
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13. Shared Mailbox - Office 365
Naming convention Step 1
We will use the following Naming convention for the
demonstration purpose:
• Shared Mailbox Name:
We will use the name: “Office Mailbox” for the Shared
Mailbox. When referencing the Shared Mailbox, we will
use the Shared Mailbox Alias: OfficeMailbox
• User name:
We will assign permission to the user: BobW
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14. Step 1
Create the Shared Mailbox
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15. Shared Mailbox - Office 365
Create the Shared Mailbox Step 1
The PowerShell command that we use for creating
Shared Mailbox is:
New-Mailbox -Name <Shared Mailbox Name> –Shared
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16. Step 2
Set Shared Mailbox size
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17. Shared Mailbox - Office 365
Set Shared Mailbox size to 5GB Step 2
By default, Shared Mailbox doesn't require a license,
as long as the Shared Mailbox Size is: 5GB
The PowerShell command that we use for setting the
Shared Mailbox size to 5GB is:
Set-Mailbox <Shared Mailbox Name>
-ProhibitSendReceiveQuota 5GB -ProhibitSendQuota
4.75GB -IssueWarningQuota 4.5GB
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18. Step
Assign permissions to Shared Mailbox
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19. Shared Mailbox - Office 365
Assigning permissions to Shared Step
Mailbox
Permissions “Type” (Mailbox Permissions)
The permissions that we need to assign for the Shared
Mailbox are:
• “Full Access” permissions: for enabling users to add the
Shared Mailbox as “Additional Mailbox”, to their
Outlook Profile.
• “Send As” permissions: for enabling users to send email
using the Shared Mailbox email address.
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20. Shared Mailbox - Office 365
Assigning permissions to Shared Step
Mailbox
1. Assign “Full Access” Permissions
The PowerShell command that we use for assigning
“Full Access” Permissions is:
Add-MailboxPermission <Shared Mailbox Name>
-User <UserGroup Name> -AccessRights FullAccess
-InheritanceType all
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21. Shared Mailbox - Office 365
Assigning permissions to Shared Step
Mailbox
2. Assign “Send As” Permissions
The PowerShell command that we use for assigning
“Send As” Permissions is:
Add-RecipientPermission <Shared Mailbox Name>
-Trustee <UserGroup Name> -AccessRights SendAs
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22. Shared Mailbox - Office 365
Part 2/2
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23. Step A
Assign permissions to Distribution Group
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24. Shared Mailbox - Office 365
Assigning permissions to Shared Step
Mailbox
Assign permissions to Distribution Group
• To be able to assign permission to: “Standard
Distribution Group”, we will need to configure the
Distribution Group as a Security Group.
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25. Shared Mailbox - Office 365
Assign permissions to Shared Step
Mailbox
Assign permissions to Distribution Group
• In case that we need to assign permission to
existing Distribution Group, at the current time, it’s
Not possible to change a Distribution Group to a
Security Group.
• The only option is to: create a new Distribution
Group, and mark the DG as a Security Group when
you create it.
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26. Step 4
Access Shared Mailbox
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27. Shared Mailbox - Office 365
Assign permissions to Shared Step
Mailbox
AutoMap Feature - assign “Full Access” permission
to a user
• When we assign “Full Access” permission to a user
for: “other Mailbox”, The AutoMap Feature,
Automatically adds the “Additional Mailbox” to the
user outlook Mail Profile.
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28. Shared Mailbox - Office 365
Assign permissions to Shared Step
Mailbox
AutoMap Feature - assign “Full Access” permission
to a Distribution Group
• When we assign “Full Access” permission to Group
for: “other Mailbox”, The AutoMap Feature is not
“Activated”.
• Technically, we will need to manually add the
Shared Mailbox for each of the Group Members.
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29. Shared Mailbox - Office 365
Assign permissions to Shared Step
Assign “FullMailbox Permissions to Group +
Access”
“Activate” the AutoMap feature
To avoid this default, we can use a “Little trick”, by
using a PowerShell command that “extract” group
members to a “user list”, and in the next step, assign
the “Full Access” permission separately, for each of
the Group members.
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30. Shared Mailbox - Office 365
Assign permissions to Shared Step
Mailbox
Assign “Full Access” Permissions to Group + “activate”
the AutoMap feature
The PowerShell command that we can use for
“Activating” the AutoMap feature when assigning “Full
Access” permission to distribution group is:
$DL = Get-distributiongroupmember <Group Name>|
Select-Object -ExpandProperty Name foreach
($Member in $DL) { Add-MailboxPermission -
Identity <Shared Mailbox Name> -User $Member -
AccessRights FullAccess -InheritanceType all }
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31. Shared Mailbox - Office 365
Access Shared Mailbox Step 4
“Access” to the Shared Mailbox could be
implemented by:
1. Using the Outlook Mail Client.
2. Using the OWA Mail Client.
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32. Step 5
Shared Mailbox Management (using PowerShell)
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33. Shared Mailbox - Office 365
Additional PowerShell options - Shared Mailbox Step 5
• Display “Full Access” permissions for Shared Mailbox
Get-Mailboxpermission <Shared Mailbox Name>
• Display “Send As” permissions for Shared Mailbox
Get-RecipientPermission <Shared Mailbox Name>
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34. Shared Mailbox - Office 365
Additional PowerShell options - Shared Mailbox Step 5
• Display all of the existing Shared Mailboxes
Get-Mailbox -RecipientTypeDetails SharedMailbox
• Convert Shared Mailbox to Regular Mailbox
Set-Mailbox <Shared Mailbox Name> –Type Regular
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35. Connect to Office 365 by using Remote PowerShell
That's all for today
Addition relevant videos are:
• Shared Mailbox - Office 365 Part 2/2
• Connect to Office 365 by using Remote PowerShell
• Connect to Exchange online by using Remote PowerShell
• Connect to Exchange online and Office 365 By using a script
Come visit me at my Web Site
o365info.com
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