Converting a Mailbox into a Shared Mailbox and Delegating Access

Category: Cloud Computing | Published on: Dec. 5, 2024, 3:56 a.m.

Overview

This guide explains how to convert a regular mailbox into a shared mailbox in Microsoft 365 and delegate access to specific users. Shared mailboxes allow multiple users to send and receive emails from a common mailbox without requiring individual licenses.

Part 1: Convert a Mailbox into a Shared Mailbox

Step 1: Log in to the Microsoft 365 Admin Center

  1. Go to https://admin.microsoft.com.
  2. Log in with your administrator credentials.

Step 2: Locate the Mailbox

  1. Navigate to Users > Active Users.
  2. Find and select the user whose mailbox you want to convert.

Step 3: Convert to Shared Mailbox

  1. In the user's profile, scroll to Mailbox Settings.
  2. Click Convert to Shared Mailbox.
  3. Confirm the conversion.
    • Note: After conversion, you can delete the user account if it is no longer needed. The shared mailbox retains its data.

Part 2: Delegate Access to Users

Step 1: Access Shared Mailboxes

  1. In the Admin Center, go to Teams & Groups > Shared Mailboxes.
  2. Select the shared mailbox you want to configure.

Step 2: Assign Permissions

  1. Full Access: Allows users to open the mailbox and act as the mailbox owner (e.g., read, delete, and send messages).
    • Under Members, click Edit and add users who need full access.
  2. Send As: Allows users to send emails as the shared mailbox.
    • Under Mail Delegation, click Edit next to Send As, and add users.
  3. Send on Behalf: Allows users to send emails on behalf of the shared mailbox (the recipient sees “on behalf of” in the From field).
    • Under Mail Delegation, click Edit next to Send on Behalf, and add users.

Step 3: Save Changes

  1. After assigning permissions, click Save.
  2. Inform the delegated users that they now have access to the shared mailbox.

Part 3: Accessing the Shared Mailbox

Using Outlook Desktop App

  1. Open Outlook.
  2. The shared mailbox should automatically appear in the folder pane for users with access.
    • If it does not appear, go to File > Account Settings > Account Settings > Change > More Settings > Advanced, and manually add the mailbox.

Using Outlook Web Access (OWA)

  1. Log in to https://outlook.office.com.
  2. Click your profile icon in the top-right corner and select Open another mailbox.
  3. Enter the shared mailbox email address and click Open.

Troubleshooting Tips

  1. Mailbox Not Visible:
    • Ensure the user is granted the correct permissions (Full Access, Send As, or Send on Behalf).
    • Check if the permissions have propagated (can take up to 1 hour).
  2. Cannot Send Emails:
    • Verify that the user has Send As or Send on Behalf permissions.
    • Ensure the shared mailbox is not restricted by policies or storage limits.