Setup Microsoft 365 Shared Mailbox & Groups

[@samoir1]

Thanks you for providing a clear, defined video on how to step through the different types of lists and shared malboxes! Really helped and has expanded my thinking on how incorporate. Cheers

[@NextTechNT]

Thanks! So glad it gave you some ideas.

[@2012mrgt]

Watching from the Bahamas. Thank you for your video!!!

[@NextTechNT]

Of course! Glad you liked it.

[@enriquegambeka5142]

Excellent explanation. It helped me to decide which option to use. Thanks.

[@NextTechNT]

So happy to hear it helped!

[@JulioMaradiaga]

thank you so much for your service.

[@NextTechNT]

Happy to help. Thank you for watching!

[@fitting9132]

Is there any option that combines both? Being able to receive emails to your personal inbox and be able to send from the shared mailbox? Highly appreciate any help!

[@NextTechNT]

If you want the ability to send from your personal address you need to have the send as permissions. Then you can send from your personal box or the shared one with the shared email. You can also forward the emails from the shared box to your own. The other option is a group, but that doesn’t hold the emails inside a shared mailbox that you can check history. So I think forwarding the shared mailbox may be your best option.

[@ntandonxumalo]

Great, thank you.

[@NextTechNT]

Of course hope it helped and thanks for watching.

[@SoleM8s]

Is it possible to flag an email in a shared email and have it come through to MS To-Do?

[@tranduy8553]

Hi, thanks for the video. Regarding the first part of group's mailbox, how to make it appear in Outlook, or is it automatically displayed as shared mailbox? Thank you

[@NextTechNT]

Should be automatic. If it didn’t show up automatically there are some issues that sometime prevent this. The biggest one is the default outlook licensee on file. That gets into some advanced troubleshooting though. You could try to manually add it too if it doesn’t show up. That would be the first thing I try. I typically tell people it could take up to 24 hours but should be there in 1-4 hours.

[@tranduy8553]

@@NextTechNT thanks very much.

[@TuanNguyen-p6h6f]

Hi Duy, I believe your question was related to Distribution List. In DL email will be forwarded to all active members. Only Shared mailbox will be automaticaly added to user mailbox with access permission.

[@collibudz786]

How do I get notifications to show from a shared mailbox ?

[@ntwdequiptrans4023]

Do you know how to create a round robin of a shared inbox? For example if we have a info@ group and we have 4 users and we want it to auto round robin them out to the users.

[@NextTechNT]

I don’t have a video like this but another tech KZbinr does. kzbin.info/www/bejne/jKSTiJdojJekqKs This should answer your question. Thanks!

[@sleepingcells]

How do you establish a shared Microsoft mailbox centrally, allowing users to have individual email versions. So that changes made by users like deleting or archiving do not impact the original email but only their version of the email gets altered?

[@NextTechNT]

This would be more of a distribution group. This would send the messages to each person. However I don’t think that’s what you want either. What you’re asking I don’t believe can be done where they all go into a central mailbox and then they can all see the same emails and make edits for themselves. The closest is a distribution list where the emails get sent to everyone in their inbox and you filter them into a folder, but the users would not see the changes and replies others make.

[@sleepingcells]

@@NextTechNT Ahh I see. This is some good insight, either way. Thank you :)

[@iwasoutwalking]

So say you have a role based email (Secretary) and you want to assign just one user to it. The user changes periodically so you might change the user. It's not a shared email but a role based email - what is the best way to do that?

[@NextTechNT]

There are a few ways to do this. You can create a user and every time the person leaves you change the password and give it to the new person. The more secure way is to create a shared mailbox secretary. Then create a user for each person. Once the persons email is created then you can assign them to be able to send and receive from the mailbox. Another way is you create the persons email and have that email set-up as an alias on the user. This is probably my least favorite, because you would loose history. Hope that helps.

[@arminarasheben]

thank you

[@NextTechNT]

Of course. Happy it helped!

[@A12Diary]

Can I add members with external email addresses to a shared mailbox ?

[@NextTechNT]

I haven’t tried that in a while but I think if you add an external person to the mailbox it will invite them to create a Microsoft account and become part of your internal org. It’s not easy for them to get to it though. If you add a distribution group it will easily forward the emails to them.

[@jasondavison4428]

You mentioned that shared mailboxes will just popup on the left side, you don't have to change anything. What is this doesn't happen? Can you manually add it under Account Settings > Email > Change > More Settings > Advanced > and enter the mailbox name and click Add.. or will this not be allowed due to the type of mailbox?

[@NextTechNT]

You can manually add it if you right click on your email on the left side > Data File Properties > General Tab > click Advanced > Choose General Tab > Add You can add the mailbox there, but I did that a few times and it showed up twice and caused conflict issues later. If it isn't working do that, but if it shows up twice you'll have to remove it. Most likely it is a permission issue, so make sure you have access to the shared mailbox.

[@A12Diary]

Do I have to add members to a shared mailbox? Can I use it without adding users?

[@NextTechNT]

You can have it but you would at least want to add yourself so you someone can see the messages. If no one has permissions then it becomes an unmonitored mailbox.

[@aravindhanr2194]

If M365 Group mailbox has consumed its full storage ( 50GB/50GB) what is alternative solution for it can you suggest any solution

[@NextTechNT]

You probably have to move this to a licensed account. If you add exchange online plan 2 it will give you 100GB of storage for email.

[@shenaazhoosen8193]

Hi is it possible to let someone send emails from another user and not view any incoming emails.

[@NextTechNT]

Yes, you can give them send permissions or send as permissions. then they can set-up in outlook the ability to send from that email. When it goes out it will be sent out as that email, but they will not be able to see the reply or view any other emails, unless they CC themselves.

[@congoparrot]

I have a users group that has all the users in the company in it, it is used for announcements., how can i only allow key people to email that group. only 5 key people need the rights to be able to send to this distro group.

[@prebili]

i follow the steps 1 to 1 for shared mailbox. but i never see it in the outlook app. neather on the web app

[@NextTechNT]

You won't see it automatically on the web. You will have to click your profile and choose open another mailbox on the web app. For desktop app if you have created a shared account and given yourself read permissions it should show up. Sometimes it takes a few hours for it to show up.

[@tinastarich9376]

Can i send a new email from my shared with showing shared email address?

[@NextTechNT]

If you have given yourself send as permissions then yes! In the web app you can switch profiles. In desktop app you can add it as a send as address.

[@A12Diary]

And jf I add users , is there additional costs to one subscription ? And if I want emails to be used by team members, what’s the best way to do this without paying any additional money over the subscription fee

[@NextTechNT]

Every user costs money. If you add a shared mailbox for team management there is no cost. So add a shared email and then give permissions to the right people and they can access it. No additional fee for that.

[@A12Diary]

@@NextTechNT How can I add users/ members to a shared mailbox or a group without paying any money? Is it possible to add a personal email like someone has a gmail account? I’m planning to buy the basic plan but I want to make sure I can take an advantage of it

[@A12Diary]

When you say “ give permissions to the right people”. They must have been added as users with payment, am I wrong?

[@NextTechNT]

@@A12Diary that is correct. A person that gets permission has to be a user. Unless is is a distribution group then it can forward the emails to anyone in the group even external emails. The downside is it is just a forward. No shared responses and tracking to see who read or replied to the email.

[@A12Diary]

@@NextTechNT What do you suggest to do in order to have one user subscription and create emails for my team members? I need shared mailboxes for my team, at least for now.

[@dodobarbar]

A BS! Yo said about 5% about Shared vs Group mailbox! Thumbs down! 😞

[@NextTechNT]

Hahaha fair. I’ll try to make a video on each later that explains them in more detail.

[@dodobarbar]

@@NextTechNT Let me "help you". Since nobody correctly "exposes" this MS stunt. When to use Group instead of Shared email? Where are group mail stored (SharePoint) how to archive Group emails? Since you can not manage (filter, delete, sort...) Group emails(G.eM.) ... how can someone still manage G.eM? Shared emalis (S.eM) are equal to personal emails /account. What about licensing? What are Teams what are Groups, differences?? When to use S.eM? etc. This are questions that are NOT easily available and even Microsoft's own support personnel don't have a clue! And it's obviously why!! The f-king MS changes are so quick that the DOC department can't cope with them. ...so go and create some good video ;-)!

[@george4189]

video starts 1:27

[@NextTechNT]

;)