Shared Mailbox in Exchange Server 2013 – Part 1

Collaboration has improved a lot in Exchange Server 2013. In previous versions of Exchange Server Sharing a Mailbox was not that easy to manage. An administrator has to deal with permissions. Microsoft has made a significant changes when it comes to recipient management. So what is there for us in Exchange Server 2013.

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Changes in Exchange Server 2013

  • The associated account for shared mailbox is by default disabled.
  • No password for the shared mailbox (This eliminates the risk of unauthorized access).
  • Only people granted with “full access” and “send as” permission will be held responsible.
  • Group of users can also share common calendar.
  • Customization is possible via shell.

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In this blog we will be sharing how to create shared mailbox.

Permission Requisites

The account should be a member of following group.

  • Organization Management
  • Recipient Management

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Lets Explore

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Figure 1.1 ; Recipients

In figure 1.1 Shared Mailbox has a different location. All shared mailbox will reside here.

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Figure 1.2 : New Share Mailbox

In figure 1.2 we have granted full access permission to “Administrator” and “IT Manager”. Whereas Send as permission is granted to “Support”.

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Figure 1.3 : Share Mailbox Created

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Figure 1.4 : Properties of Shared Mailbox

In figure 1.4 we have an option to modify shared mailbox properties as per our requirement. Since we have already created the mailbox with required delegates we would not be making any changes.

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Now that the mailbox is created. Lets configure the mailbox for end users.

To begin with I have administrator account with Outlook 2010.

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Figure 1.5 : Mailboxes as seen on Outlook

In figure 1.5 what we see is primary mailbox and shared mailbox viewed in the same outlook profile. Since administrator account has granted full access permission we are able to add the mailbox.

Now lets send few test emails to confirm if the mailbox is really working.

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Figure 1.6 : Test Email

In figure 1.6 test email from Helpdesk to Administrator mailbox using Administrator profile.

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Figure 1.7 : Email Received from Helpdesk

In figure 1.7 since Administrator has full access permission. No need to apply or modify any other permission.

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In part 2 we will be discussing various options that can be configured for Shared Mailbox.

Happy Collaboration

Sunder

MSEXCHANGETEAM | Ideas That Clicks

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7 Responses to Shared Mailbox in Exchange Server 2013 – Part 1

  1. jj.seattle says:

    Is there a way to set up the shared mailbox as primary mailbox?

  2. Sunder says:

    No we cannot. Its by design.

  3. jj.seattle says:

    So this is probably not an Exchange 2013 server?
    I was able to set up a “shared” mailbox (a deactived AD-user with mailbox) as primary mailbox on a SBS2003 years ago.

  4. Sunder says:

    2003 is different. The article does gives an options to configure a profile for shared mailbox, however the steps listed is to access shared mailbox profile by the users who have been granted appropriate permissions. Yes it is for 2010 & 2013

  5. Sunder says:

    Adding to the previous comment. The whole purpose of Shared mailbox is to have them accessed while we are logged in to our own mailbox and not to create a different outlook profile altogether. In certain exceptional cases it can done for temporary ID’s without a mailbox.

  6. JJ says:

    My idea was to have one shared mailbox to be accessed by several users. These users should use that shared mailbox as their primary/first mailbox (and their private ones as second). I followed several instructions without success. The solution was to install Exchange 2013 CU9. Seems a fix of CU7 solved my issue.

  7. Jennifer says:

    EXO 2013 – will shared mailbox users be able to view who is in the group through the GUI vs. powershell cmdlet?