Tag Rev 2.0 


These instructions are for Office 365 Administrators who have Global Admin rights to the Office 365 Portal.  Users with no admin rights will not be able to execute these instructions.

This article explains how to set up a shared mailbox in Office 365.


What you will need:


1/ Global Admin rights & login credentials to the Office 365 Portal

2/ At least one licensed user to assign the shared mailbox to

3/ A list of users who need to access the share.





STEP 1A:  SETUP THE ACCOUNT IN THE PORTAL


Login to the Office 365 Portal using the ADMIN LOGIN CREDENTIALS here:   https://portal.office365.com


Once in the Portal,  click ADMIN


Under "Admin Centre", click EXCHANGE


Click RECIPIENTS 


You should now see this toolbar:




            NB.  If you do not see the above tool bar, click  "CLASSIC EXCHANGE ADMIN CENTRE":





Now click the SHARED tab:




Click + to add a mailbox


Give it a Display Name  (ie.  "HelpDesk | Company Name")  


Enter an email address for this mailbox  (ie. helpdesk@{yourdomain})


Under USERS, click the +


*Select the user(s) you want to share this mailbox with 


click ADD


Click SAVE


The shared mailbox is now active.




STEP 1B:   SHARE WITH ADDITIONAL USERS...


Once you have setup the share in step 1a, you can add other users now, or at a later date.



Login to the Office 365 Portal as Global Admin


Browse to > ADMIN > ADMIN CENTRE > EXCHANGE


Browse to RECIPIENTS and click the SHARED tab


        Double-click the desired share to edit it.  

        Click "MAILBOX DELEGATION"


    Add the additional user(s) to either/or both FULL ACCESS and SEND AS 

   (as desired).




STEP 2:  CONNECT THE USER IN OUTLOOK


Once the users have been added as per step 1a and 1b above, the new shared mailbox will appear automatically beneath the users existing mailbox.


It may take around 30 minutes, but the new shared mailbox will appear automatically beneath the users primary mailbox.  If it does not appear, try closing and re-opening Outlook.




Useful Tips:


Office 365 allows an unlimited number of shared mailboxes to be added, provided there is at least ONE licensed user on the same portal.


After following the above setup, the shared Mailbox will appear in the list of Active Users, but will state "Unlicensed" next to it.  


Do not delete this user should not be deleted from the Active Users list - doing so will remove the Shared mailbox and delete all contents of that shared mailbox.