Alan here, this guide will cover how to share an existing users mailbox with other users. This can be very useful when multiple users need to reference each others information.

In this guide, we will be sharing Joe’s account that we created in the last guide with my account. This will mean that I can access all of Joe’s emails but he cant access mine.

First thing is to get into the admin centre, we have a guide on how to do this here. Once in the admin centre, go to users then active users from the left side menu.

Next, click on the name of the user you want to share with others.

Selecting the name will bring in a menu from the right of the window, from here you will want to go into the mail tab.

From the mail tab, there will be a 3 options under the mailbox permissions list.

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 only be allowing me to read and manage Joe’s mailbox so we select the read and manage permissions. The process is the same for all three options.

Enter the email address of the user you want to share to. Make sure you click save changes. It can take 60 minutes for this to start working.

If you are using the outlook app then you can stop here, the new permissions will propagate over the next hour and the new inbox will show up in your outlook automatically. If you prefer the web based outlook, you will need to open the shared mailbox yourself. We have a guide on how to do this here.

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