Alan from Support Midlands here. This guide will show you how to create a shared mailbox from scratch. This is used when you want multiple users to have access to one inbox. Useful for enquiries, sales and purchasing.
P.S shared mailboxes do not need a product licence, you can open as many as you like for free.
First you need to get into the admin centre. If you don’t know how, we have a guide here. from the admin centre open the groups tab on the left side menu and select shared mailboxes.
From the shared mailboxes page, click add a shared mailbox.
A new window should slide in from the right. Here we need to enter the name of our shared mailbox, in this case it will be called enquiries. The email field will autofill based on the name you enter, you can also select the domain you would like it to be under. Select save changes when finished.
Now the shared mailbox is created, we now need to set it up. To continue we can click the X in the top right corner.
Now enquiries will show up in the shared mailbox list. To start adding permissions slick on the mailbox name.
Another window will slide in from the right. From this window select manage permissions.
From this new window, we can set user specific permissions.
Read and manage permissions allows select users to see and interact with this mailbox, any replies or forwards will show the user who did it.
Send as permissions allow user to send, reply and forward mail as if they were the user with the shared mailbox.
Send on behalf permissions allow user to reply, send and forward mail on behalf of the user showing both the user and the mailbox it originated from.
In this instance we will be allowing read and manage and send as for me and Stuart.
To start adding permissions, select edit next to the permission you want to edit.
Then select add permissions. Tick the users you want to have this permission and then click save.
Once the permission has finished updating we can click close. Verify the users are correct on the next screen before clicking close
Repeat this process for each permission and verify that is it setup correctly. When we are sure it is correct we can click close.
All done. users on Outlook for Windows 10 will see the new mailbox automatically after around an hour. any users who prefer the web app will need to enable the mailbox manually. We have a guide on how to do this here.