Microsoft 365 - Getting Started with Shared Mailboxes

Shared Mailboxes are used when multiple people need access to the same mailbox, such as a company information or support email address, reception desk, or other function that might be shared by multiple people. 

Important

• Can only be created within a Microsoft 365 email domain. It will be in the form of name@domain.wisc.edu
• When created, they are hidden from the Global Address List(GAL). This means that they won't be searchable from any client using the GAL. 
• 50GB mailbox storage.
• Can only be accessed by permissions. 
• Can have multiple addresses associated with it. 
• Need to have at least one permission assigned or an active forward applied. If it doesn’t the Shared Mailbox will be scheduled for deletion. For more information see here.
  

Follow the steps outlined in Microsoft 365 - Requesting a departmental email address/account/domain. 

Important: If a Shared Mailbox has just been created or updated by your administrator, it may take up to 24 hours before you can access or interact with the account. 

Use the following document to learn how to access a Shared Mailbox. 

We wanted to remind you that we can help determine the best solution for interacting with a shared mailbox based on your departmental needs and workflows. If you are unhappy with the way your shared mailbox is currently working or just need direction on what would be the best way to interact with your shared mailbox, please contact the DoIT Help Desk for support. Any questions or concerns that can't be addressed by the Help Desk will be escalated to the UW-Madison Microsoft 365 team.

Use the 'Granting Permissions' section of the following document to configure the necessary settings: Microsoft 365 - Getting Started with Account Permissions.

Yes. All UW-Madison Microsoft 365 shared mailbox accounts will require either a forward on the account or at least one assigned permissions (full mailbox, send-as, and/or send on-behalf of). If the account has neither of these set, it will eventually get deleted. Review following article for complete details: Microsoft 365 - Shared Mailbox Account Deactivation Process.