How to create a Shared Mailbox

How to create a Shared Mailbox

Objective


This article will guide you on how to create a Shared Mailbox, and where you can delegate permission to it.

The purpose of Shared mailboxes is so a group of users can monitor and send email from a common email addresses, like info@company.com. When a person in the group replies to a message sent to the Shared Mailbox, the email appears to be from the Shared Mailbox, not from the individual user.

Shared mailboxes include a shared calendar. A lot of small businesses like to use the shared calendar as a place for everyone to enter their appointments. For example, if you have 3 people who perform customer visits, they can use the shared calendar to enter the appointments. This is an easy way to keep everyone informed where people are.

Applies To

  1. CloudService Portal Manager V11.x
  2. CloudService Portal Manager V11.5.x

Overview

The process involves the following;

1. Create a generic user with the Hosted Exchange service.
2. Delegate permissions to the mailbox.
3. Disable the generic user's login account.

Notes
The steps above assumes that a Shared Mailbox User plan has already been created and made available to the Customer's Hosted Exchange Service.

For information about creating a User Plan see Services > Hosted Exchange > Configuration 
Alert
By disabling the generic user account, you will not be able to manage its services thus cannot modify permissions. You will need enable the account first, complete your changes then disable it again.

Process

1. Create a generic user with email service

         1. From the Web Portal and at the Customer's Users page, create a New User.




      2. Fill the information for the generic user, ie: username, First Name, Last Name and Password.
      3. Click Provision.

InfoYou can specify the email address you want for the mailbox in the Email Addresses section



      4. Expand Hosted Exchange then select Shared Mailbox as User Plan.
      5. Click Provision.
    



2. Delegate permission to the mailbox

      1. From the User's Service Page, expand Hosted Exchange and select Advance Options.



      2. Expand Mailbox Rights.



      3. Select the permission level you want to assign, together with the user where the permission will be applied to.
      4. Check the box next to the user's name and click Add.
 




      5. You will see if the user has been added to the list.
      6. Click Close.
      7. Click Provision to apply the changes.




3. Disable the generic user's login account

Alert
By disabling the generic user account, you will not be able to manage its services thus cannot modify permissions. You will need enable the account first, complete your changes then disable it again.

      1. For the Customer's Users page, expand the generic user account.
      2. Select Disable.





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