Shared Mailbox in Exchange Server 2013 – Part 2

In part 1 we have learnt how to create shared mailbox in Exchange Server 2013. In part 2 we will first look at the default mailbox properties and then we will modify them as per our requirement.

Login to EAC and Go to Shared Mailbox and Select ‘Edit’. Below page will open.

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Figure 1.1 : Shared Mailbox Properties

In figure 1.1 Mailbox delegation has the option to set permission. Here we have two permission.

1) Full Access : Users who are granted “Full Access” permission will also have “Send As” permission by default. This users will behave as a owner of the mailbox.

2) Send As : Users who are granted “Send As” permission can send emails using the shared mailbox email address in the from field. We can use both Microsoft Outlook or Microsoft Outlook Web App for sending emails.

Note : Users who have “Send As” permission will not be able to access the mailbox using Outlook. So how do I know an email is being sent to shared mailbox. Although I have no access to the mailbox.

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In figure 1.1 we have Administrator and IT Manager with “Full Access” permission. Support has “Send As” permission.

Now in this example we have added support as “Held Desk” staff members. They will receive emails sent to “Help Desk” and also they can reply to that email. Lets move ahead with configuration option.

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Figure 1.2 : Properties of Shared Mailbox using Shell

In figure 1.2 we have an option to “DeliverToMailboxAndForward” as set to False. ForwardingSmtpAddress is also set to Null.

We have to make “DeliverToMailboxAndForward” as True and also Forwarding Address should be added. In our case we will add “Support”.

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Figure 1.3 : Shared Mailbox

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Figure 1.4 : Modified successfully

Its time to check by sending few test emails.

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Figure 1.5 : Test Email Sent from Normal user.

In figure 1.5 normal user sending email to Helpdesk.

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Figure 1.6 : Email Received By Shared Mailbox.

In figure 1.6 we have already configured Shared Mailbox using Administrator Profile. We can see the email sent by end users. Now it our scenario either Administrator can reply or Support. Lets see how to send email using support staff.

Before checking we will first check if the Support has received the email.

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Figure 1.7 : Support mailbox as seen on OWA.

Now that we have seen one copy of email is  sent to helpdesk and also it is forwarded to Support.

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Figure 1.8 Options using OWA

In figure 1.8 we have to go to options to enable the “From” field, since by default the from field is not enabled.

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Figure 1.9 : Settings to enable.

From and BCC is now enabled.

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Figure 1.10 : Email sent from Support Mailbox with HD in the from field.

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Figure 1.11 : Email seen on Normal user Mailbox

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Figure 1.12 : Same email as seen on Helpdesk Mailbox using Administrator Profile.

In this two part blog we have seen how shared mailbox works in Exchange Server 2013. The scenario shared in this two part blog is just an example.

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If you wish to read the part 1 of this blog please click here.

Happy Collaboration

Sunder

MSEXCHANGETEAM | Ideas That Clicks

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Comments: 6
  1. Sunder

    Hi Oliver,

    Its not possible to activate that option for shared mailbox.

    Regards
    Sunder

  2. Sunder

    Jeff,

    I have to test it on Lab. Sorry I had to disable comments without notice due to some technical issue.
    I will write a blog on this if there is a workaround or solution.

    Thank you for visiting.

  3. Jeff

    Sorry, I should have said:

    What permissions are required if I only want users to be able to reply to emails in the shared mailbox from their personal email account?

  4. Sunder

    Jeff
    Default Mailbox permission is enough for the users to send email from their own personal email account.

  5. Jeff

    What permissions are required if I only want users to be able to reply from their personal email account?

  6. Oliver

    Hi Sunder,
    did you spend a thought to um?

    In many Lync 2013 implementations, um-activated mailboxes are used for Response Groups as a dead-end (Out-of-Business-Hours etc.)
    As I see, it´s not possible to activate a shared Mailbox for UM.
    Is that right or is there a Kind of trick?

    Best regards,
    Oliver

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