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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12 Responses to Shared Mailbox in Exchange Server 2013 – Part 2

  1. Jeff says:

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

  2. Sunder says:

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

  3. Jeff says:

    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 says:

    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.

  5. Oliver says:

    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

  6. Sunder says:

    Hi Oliver,

    Its not possible to activate that option for shared mailbox.

    Regards
    Sunder

  7. Parthiban says:

    Sunder,

    Do you have workaround for Jeff query.

    User here have added their mailbox as separate mailbox on the same profile Account settings-email-new. so they go to mailbox and reply to it without changing the from address field but when i move the mailbox to 2013 it doesnot work. any help

  8. Sunder says:

    Shared mailbox from server is different. Adding multiple profile on client machine is altogether different. Your query is very confusing.

  9. Joana says:

    Hi! Nice article! I’m trying to see the archive folder in outlook app, but it is missing. In web access the archive is automatically visible. Any hint?
    Thanks!

  10. Sunder says:

    You may get some surprise when I say there is a License required. Please read the below articles for more information.

    License & Supported Version of Outlook App

    Outlook License Requirement for Exchange Features

  11. Sebastian says:

    Hi. First of all: Nice work, good article!!
    I think I have the same question as Jeff: I want my users to reply on “shared-mailbox-mails” only with their privat primary SMTP address.
    Now they get an error saying that they aren’t allowed to send with the address (Shared Mailboy Address) but the primary address get not choosen automaticaly. Any hints how to force outlook to use only the private address??

    Best Regards
    Sebastian

  12. Harry Reutter says:

    Hi,
    do you have an idea on how to make private marked mails visible in a shared mailbox in Exchange 2013 ? I can see the Mail count rising, but i can not see the private mail although i have full access to the shared mailbox ? is there maybe a powershell command that can fix this ?
    Thanks in advance ! 🙂