Shared mailbox mapping onto Outlook

Niranjan T Pattana Shetty 286 Reputation points
2023-06-01T09:42:01.43+00:00

Hi,

We have a hybrid Exchange setup in our environment, where the authorisation happens in Onprem AD. For a better end user experience we have brought up a process of creating mail-enabled security groups for access management of shared mailboxes.

Suppose, if a user places a request to create shared mailbox, a remote shared mailbox is created in onprem exchange and simultaneously a mail-enabled security group is created with owner being the requester.This mail-enabled security group is delegated with SendAs and Fullaccess permissions onto the shared mailbox which is done by running a script in Office365.

We also have a built a portal where, the membership of these groups are managed by the owner.

The only bit that is left out now is, adding this shared mailbox into Outlook, this is what is now a manual activity, i am looking for a solution to do this job. While 70-80% of our clients or Windows, we do have remaining percentage of Macs as well.
I need suggestions guys, please help me move in right direction.

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  1. Muhammad Shahroz 0 Reputation points
    2023-06-01T10:44:57.3833333+00:00

    To automate the process of adding shared mailboxes to Outlook for both Windows and Mac clients, you can leverage the capabilities of the Exchange Autodiscover service. The Autodiscover service helps clients automatically discover and configure the settings for Exchange accounts, including shared mailboxes. Here are some suggestions for implementing this automation:

    Outlook for Windows:

    • Use the Exchange Autodiscover service: Outlook for Windows uses the Autodiscover service to automatically discover and configure Exchange accounts. When a user has appropriate permissions to a shared mailbox, Outlook will automatically add the shared mailbox to their Outlook profile.
    • Ensure proper permissions: Make sure that the user requesting access to the shared mailbox has the necessary permissions (e.g., Full Access or Send As) assigned to them in Exchange. This can be done using PowerShell scripts or Exchange Admin Center (EAC).

    Outlook for Mac:

    • Exchange Autodiscover: Outlook for Mac also relies on the Exchange Autodiscover service to automatically configure Exchange accounts. If the user has the necessary permissions, Outlook for Mac should detect and add the shared mailbox to the user's Outlook profile.
    • Confirm Office 365 version: Ensure that the Outlook for Mac clients are running a version that supports the Autodiscover feature. Check for any available updates and apply them if needed.
    • Troubleshooting: If the shared mailbox does not automatically appear in Outlook for Mac, you can try the following troubleshooting steps:
    • Verify permissions: Double-check that the user has the appropriate permissions for the shared mailbox.
    • Manual addition: In Outlook for Mac, users can manually add the shared mailbox by going to "Preferences" > "Accounts" > "Advanced" > "Delegates" and adding the shared mailbox there.

    Deployment and Automation:

    • Group-based access: Consider implementing a group-based access management approach, where users are added to mail-enabled security groups for access to shared mailboxes. This allows you to manage memberships through the portal you mentioned.
    • Automation scripts: Develop scripts or automation processes to automatically assign the necessary permissions (e.g., Full Access or Send As) to the mail-enabled security groups. You can utilize PowerShell scripts to accomplish this task.
    • Educate users: Provide clear instructions to users on how to access shared mailboxes in Outlook once they have been granted access. This can include steps for manually adding the shared mailbox or instructions on how to wait for automatic detection.

    By leveraging the Exchange Autodiscover service and automating the permission assignment process, you can streamline the provisioning of shared mailboxes and their addition to Outlook profiles. Additionally, ensuring clear communication and providing instructions to end users will help them access shared mailboxes effectively.

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  2. Aholic Liang-MSFT 13,741 Reputation points Microsoft Vendor
    2023-06-02T09:59:05.6466667+00:00

    Hi @ Niranjan T Pattana Shetty，

    After your admin has added you as a member of a shared mailbox, close and then restart Outlook. The shared mailbox should automatically display in your Folder pane in Outlook.

    And in my tests, after granting full access to a security group, members within the group can also be automatically mapped in their Outlook profile.

    About adding a shared mailbox to Outlook, please see this link:Open and use a shared mailbox in Outlook - Microsoft Support

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