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Shared mailbox office 365 (o365info.com)

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Shared Mailbox is a popular feature of office 365 that serve for storing “Public data” that we want to share between organization users.
• (In the current time, Exchange online doesn’t support the option of: Public Folder. Shared Mailbox could be used as a alternative solution )
In this presentation we will review
• What are the characters of: Shared Mailbox.
• How to create and managed Shared Mailbox.
Links
1. Shared Mailbox - PowerShell commands article
You can read more information and get the PowerShell commands that we use in the video clip by reading the following article
http://www.o365info.com/2012/06/shared-mailbox-powershell-commands.html

2. PowerPoint presentation
You can watch and download the PowerPoint presentation from the following link:
http://www.slideshare.net/o365info/shared-mailbox-office-365-14701290

3. How to create Remote PowerShell session to Exchange online
You can learn how to create Remote PowerShell session to Exchange online by using the following link:
http://www.youtube.com/watch?v=OUnA6k9pOxg

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Shared mailbox office 365 (o365info.com)

  1. 1. Shared Mailbox - Office 36510/13/2012 o365info.com 1
  2. 2. Shared Mailbox - Office 365 In this video we will learn about: • What are the characters of: Shared Mailbox in an office 365 environment. • How to create and managed Shared Mailbox in an office 365 environment. Additional resources • At the bottom of the video, you can find a link to: – An article that includes all of the PowerShell commands that are used in the Video clip. – The PowerPoint presentation.10/13/2012 o365info.com 2
  3. 3. Shared Mailbox - Office 365 The video includes 2 parts: Part 1/2 • General information about: Shared Mailbox • Create the Shared Mailbox • Set Shared Mailbox size • Assign permissions to Shared Mailbox – “Full Access” and “Send As” permissions Part 2/2 • Assign permissions to Distribution Group • Access Shared Mailbox • Shared Mailbox Management (using PowerShell)10/13/2012 o365info.com 3
  4. 4. Part 1/2 - Shared Mailbox10/13/2012 o365info.com 4
  5. 5. Shared Mailbox - Office 365 Remote PowerShell The Basic assumption is that: You know how to create Remote PowerShell session to Exchange online. In case that you are not familiar with the steps for creating the remote PowerShell session, watch the video clip: Connect to Exchange online by using Remote PowerShell (You can find a link to the article and the video at the bottom of this video).10/13/2012 o365info.com 5
  6. 6. Shared Mailbox - Office 365 Shared Mailbox ? Shared Mailbox, as the name implies, serve for storing “Public data” that we want to share between organization users. • (In the current time, Exchange online doesn’t support the option of: Public Folder. Shared Mailbox could be used as an alternative solution).10/13/2012 o365info.com 6
  7. 7. Shared Mailbox - Office 365 Few facts about: Shared Mailbox Step 1 1. There is no option for creating Shared Mailbox by using the office 365 Web based interface. (The New version of office 365 will include an option to use Web interface). The only option for creating Shared Mailbox is: By using PowerShell commands.10/13/2012 o365info.com 7
  8. 8. Shared Mailbox - Office 365 Few facts about: Shared Mailbox Step 1 2. Shared Mailbox is a special Mailbox, that doesn’t require a license. If we want to use the option of “no license” for the Shared Mailbox, the maximum Mailbox size should be: 5GB.10/13/2012 o365info.com 8
  9. 9. Shared Mailbox - Office 365 Few facts about: Shared Mailbox Step 1 3. There is no limitation for number of Shared Mailbox that can be created. We can create Shared Mailboxes for each department, for a specific project etc.10/13/2012 o365info.com 9
  10. 10. Shared Mailbox - Office 365 Few facts about: Shared Mailbox Step 1 4. We cannot configure outlook profile for the Shared Mailbox (Because by default, Shared Mailbox doesn’t have a license). • The way that we use, for accessing the Shared Mailbox content is: – Outlook mail client: by adding the Shared Mailbox as “Additional Mailbox” to the Outlook mail profile. – OWA mail Client: by using the option of “open other user Mailbox”.10/13/2012 o365info.com 10
  11. 11. Shared Mailbox - Office 365 Few facts about: Shared Mailbox Step 1 5. Assign permission to a User/Distribution Group • We can assign Mailbox permission to: user or to a Distribution Group. • We cannot assign permission to “Standard Distribution group”. • To be able to assign permissions to “Group”, we will need to configure the Distribution Group also as a “Security Group”.10/13/2012 o365info.com 11
  12. 12. Shared Mailbox - Office 365 Shared Mailbox “Work Flow” Process Step 1 • Create the Shared Mailbox One • Set Shared Mailbox size to 5GB Two Thre • Assign permissions to Shared Mailbox e • Access Shared Mailbox Four10/13/2012 o365info.com 12
  13. 13. Shared Mailbox - Office 365 Naming convention Step 1 We will use the following Naming convention for the demonstration purpose: • Shared Mailbox Name: We will use the name: “Office Mailbox” for the Shared Mailbox. When referencing the Shared Mailbox, we will use the Shared Mailbox Alias: OfficeMailbox • User name: We will assign permission to the user: BobW10/13/2012 o365info.com 13
  14. 14. Step 1 Create the Shared Mailbox10/13/2012 o365info.com 14
  15. 15. Shared Mailbox - Office 365 Create the Shared Mailbox Step 1 The PowerShell command that we use for creating Shared Mailbox is: New-Mailbox -Name <Shared Mailbox Name> –Shared10/13/2012 o365info.com 15
  16. 16. Step 2 Set Shared Mailbox size10/13/2012 o365info.com 16
  17. 17. Shared Mailbox - Office 365 Set Shared Mailbox size to 5GB Step 2 By default, Shared Mailbox doesnt require a license, as long as the Shared Mailbox Size is: 5GB The PowerShell command that we use for setting the Shared Mailbox size to 5GB is: Set-Mailbox <Shared Mailbox Name> -ProhibitSendReceiveQuota 5GB -ProhibitSendQuota 4.75GB -IssueWarningQuota 4.5GB10/13/2012 o365info.com 17
  18. 18. Step Assign permissions to Shared Mailbox10/13/2012 o365info.com 18
  19. 19. Shared Mailbox - Office 365 Assigning permissions to Shared Step Mailbox Permissions “Type” (Mailbox Permissions) The permissions that we need to assign for the Shared Mailbox are: • “Full Access” permissions: for enabling users to add the Shared Mailbox as “Additional Mailbox”, to their Outlook Profile. • “Send As” permissions: for enabling users to send email using the Shared Mailbox email address.10/13/2012 o365info.com 19
  20. 20. Shared Mailbox - Office 365 Assigning permissions to Shared Step Mailbox 1. Assign “Full Access” Permissions The PowerShell command that we use for assigning “Full Access” Permissions is: Add-MailboxPermission <Shared Mailbox Name> -User <UserGroup Name> -AccessRights FullAccess -InheritanceType all10/13/2012 o365info.com 20
  21. 21. Shared Mailbox - Office 365 Assigning permissions to Shared Step Mailbox 2. Assign “Send As” Permissions The PowerShell command that we use for assigning “Send As” Permissions is: Add-RecipientPermission <Shared Mailbox Name> -Trustee <UserGroup Name> -AccessRights SendAs10/13/2012 o365info.com 21
  22. 22. Shared Mailbox - Office 365 Part 2/210/13/2012 o365info.com 22
  23. 23. Step A Assign permissions to Distribution Group10/13/2012 o365info.com 23
  24. 24. Shared Mailbox - Office 365 Assigning permissions to Shared Step Mailbox Assign permissions to Distribution Group • To be able to assign permission to: “Standard Distribution Group”, we will need to configure the Distribution Group as a Security Group.10/13/2012 o365info.com 24
  25. 25. Shared Mailbox - Office 365 Assign permissions to Shared Step Mailbox Assign permissions to Distribution Group • In case that we need to assign permission to existing Distribution Group, at the current time, it’s Not possible to change a Distribution Group to a Security Group. • The only option is to: create a new Distribution Group, and mark the DG as a Security Group when you create it.10/13/2012 o365info.com 25
  26. 26. Step 4 Access Shared Mailbox10/13/2012 o365info.com 26
  27. 27. Shared Mailbox - Office 365 Assign permissions to Shared Step Mailbox AutoMap Feature - assign “Full Access” permission to a user • When we assign “Full Access” permission to a user for: “other Mailbox”, The AutoMap Feature, Automatically adds the “Additional Mailbox” to the user outlook Mail Profile.10/13/2012 o365info.com 27
  28. 28. Shared Mailbox - Office 365 Assign permissions to Shared Step Mailbox AutoMap Feature - assign “Full Access” permission to a Distribution Group • When we assign “Full Access” permission to Group for: “other Mailbox”, The AutoMap Feature is not “Activated”. • Technically, we will need to manually add the Shared Mailbox for each of the Group Members.10/13/2012 o365info.com 28
  29. 29. Shared Mailbox - Office 365 Assign permissions to Shared Step Assign “FullMailbox Permissions to Group + Access” “Activate” the AutoMap feature To avoid this default, we can use a “Little trick”, by using a PowerShell command that “extract” group members to a “user list”, and in the next step, assign the “Full Access” permission separately, for each of the Group members.10/13/2012 o365info.com 29
  30. 30. Shared Mailbox - Office 365 Assign permissions to Shared Step Mailbox Assign “Full Access” Permissions to Group + “activate” the AutoMap feature The PowerShell command that we can use for “Activating” the AutoMap feature when assigning “Full Access” permission to distribution group is: $DL = Get-distributiongroupmember <Group Name>| Select-Object -ExpandProperty Name foreach ($Member in $DL) { Add-MailboxPermission - Identity <Shared Mailbox Name> -User $Member - AccessRights FullAccess -InheritanceType all }10/13/2012 o365info.com 30
  31. 31. Shared Mailbox - Office 365 Access Shared Mailbox Step 4 “Access” to the Shared Mailbox could be implemented by: 1. Using the Outlook Mail Client. 2. Using the OWA Mail Client.10/13/2012 o365info.com 31
  32. 32. Step 5 Shared Mailbox Management (using PowerShell)10/13/2012 o365info.com 32
  33. 33. Shared Mailbox - Office 365 Additional PowerShell options - Shared Mailbox Step 5 • Display “Full Access” permissions for Shared Mailbox Get-Mailboxpermission <Shared Mailbox Name> • Display “Send As” permissions for Shared Mailbox Get-RecipientPermission <Shared Mailbox Name>10/13/2012 o365info.com 33
  34. 34. Shared Mailbox - Office 365 Additional PowerShell options - Shared Mailbox Step 5 • Display all of the existing Shared Mailboxes Get-Mailbox -RecipientTypeDetails SharedMailbox • Convert Shared Mailbox to Regular Mailbox Set-Mailbox <Shared Mailbox Name> –Type Regular10/13/2012 o365info.com 34
  35. 35. Connect to Office 365 by using Remote PowerShell Thats all for today Addition relevant videos are: • Shared Mailbox - Office 365 Part 2/2 • Connect to Office 365 by using Remote PowerShell • Connect to Exchange online by using Remote PowerShell • Connect to Exchange online and Office 365 By using a script Come visit me at my Web Site o365info.com10/13/2012 o365info.com 35

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