Accessing Shared Mailboxes

Question

A number of users want to use the Shared Mailbox instead of Public Folders. Great

How do we allow them access without making them members of the Shared Mailbox? If we make them members, the Shared Mailboxes show up under their account automatically which is great, but then also share the file size in the local OST file. A few mailboxes and the file size is maxed out. You also cannot search these shared mailboxes.

I saw a post about adding the shared mailboxes manually to get around this as they have their own OST files and are searchable.

But how do we add them when the actual user is not a member?

Any ideas and suggestion would be greatly appreciated

Answer 1

What email account settings do they have, POP, IMAP, or Exchange Online?

They are all exchange online (Office365 Standard)

Could you please describe clearly what you want to accomplish by accessing shared mailbox without membership?

Multiple users need access to the same mailbox and and the ability to search it for specific keywords.

You mentioned that "you also cannot search these shared mailboxes"; Does this mean only search shared mailboxes? this may depend on how you've added the shared mailbox, as additional account or automapping.

That is what I am trying to figure out. They were automapped by being members of the Shared Mailbox but could on search the folder they were in rather than the whole mailbox. I have to add the Shared Mailbox as an added account but what credentials should I use to do this. If they are a member of the group, they get the box automapped and then also as an additional account and causes confusion. What is the best way for the users to gain access to the Shared Mailbox and be able to search it?

Answer 2

Dear JFinn99,

Hope you are doing great.

Sorry to disturb. As we did not get response, may I know if above reply could clarify your issue, or could you please help to confirm if anything else we may help you with? Thanks so much for your time.

Sincerely,

De Paul | Microsoft Community Moderator

Answer 3

Dear JFinn99,

Good day! Thank you for posting to Microsoft Community. We are happy to help you.

Based on your description, I understand that you have a concern with "Accessing Shared Mailboxes". before we proceed, we need more detailed information about the situation you are experiencing.

Basically, A shared mailbox does not require an Exchange Online license in Office 365, which means it cannot work alone and be accessed independently; it is dependent on a valid user mailbox (user with Exchange license). A valid user mailbox is required to open the shared calendar and send emails from it.

In the official Microsoft article, it said that you need to give users permissions (membership) to use the shared mailbox and only people inside your organization can use a shared mailbox About shared mailboxes - Microsoft 365 admin | Microsoft Learn.

Please help us in isolating the issue by providing the following information:

1. What email account settings do they have, POP, IMAP, or Exchange Online?
2. Could you please describe clearly what you want to accomplish by accessing shared mailbox without membership?
3. You mentioned that "you also cannot search these shared mailboxes"; Does this mean only search shared mailboxes? this may depend on how you've added the shared mailbox, as additional account or automapping.

We look forward to hearing from you, please let me know and provide a more detailed description so we can provide you with more specific assistance. Thank you for your cooperation.

Sincerely,

De Paul | Microsoft Community Moderator