Microsoft 365 - Create, edit, or delete a Shared Mailbox

Note:  If you aren’t an administrator of a domain, you won’t have the ability to create a Shared Mailbox. To request a Shared Mailbox, click here.

1. As an administrator of a domain, log into Wisc Account Administration site with your NetID credentials.

2. Select the domain in which you want to create the Shared Mailbox.

3. From within the "Domain Administration" sub-menu, click Add Shared Mailbox.

4. On the Add Shared Mailbox page, there are several fields you will need to populate:

   Email Address: This is the unique identifier for the account(* must be unique within the domain it is being created in).
   Display Name: Name for the account.
   Description - any description.
   Authorized Admin(s) - the NetID(s) will be granted administrative permissions to the account.
   Email Forward - any address you would like this account to forward to.

   Important: the "Forwarding Address" field only supports one address. To forward to more than one address, see our document on setting forwards or create a distribution list to forward to.

   Full Mailbox: This will give full access to the account and make changes to the items in the mailbox. It will not give access to send emails from the account. Those permissions are given separately.

   Send As: This gives access to send as the account.

   Send on Behalf: This gives access to send on behalf of the account meaning it will NetID@wisc.edu sent on behalf of the Shared Mailboxes address.
   Note: If both permissions are given the send behalf of permission will not show.

5. Click the Add Shared Mailbox button. Important: It may take up to 60 minutes for the account to be created/configured within Microsoft 365. Don’t attempt to access this account until a hour has passed. You must wait at least 15 minutes after creation before you can delete a Shared Mailbox

Important:

• To allow a user to access the Shared Mailbox within any Outlook client - you must assign the desired mailbox permissions separately - see Microsoft 365 - Manage Full Mailbox, Send As, and Send on Behalf of Permissions.

• By default, Shared Mailboxes are hidden from the Global Address List (GAL). This means that when users search for this account, it will not be returned. To control this setting, use steps at Microsoft 365 - Show or Hide Service Accounts or Shared Mailboxes within Global Address List.

Note: If you are not an administrator of a domain or an authorized administrator of a Shared Mailbox, you won’t have the ability to edit a Shared Mailbox. To edit a Shared Mailbox, contact your domain administrator or the Shared Mailboxes' authorized administrator.

After a Shared Mailbox has been created, you can modify certain properties of the Shared Mailbox.

1. As an administrator of a domain or authorized administrator of a Shared Mailbox, log into Wisc Account Administration site with your NetID credentials.

2. Select the domain in which the Shared Mailbox exists in.

3. From within the "Domain Administration" sub-menu, click Shared Mailbox Listing.

4. On the Shared Mailbox Listing page, click on the account you want to edit.

5. On the Account Home page, expand the "Account Administration" and "Office 365" sub-menus:
   
   Each sub-menu action/setting is defined below:
   Authorized Admins - the authorized admin NetIDs are granted administrative permissions over this account.
   Status - Shows the current state/addresses assigned to the account, and allows you to show/hide the account in the Global Address List (GAL). You can also delete the account or change the description or display name.
   Email Addresses - Shows all email addresses on the account, and allows you to set any address as the Primary Address.
   Permissions - Allows you to view and grant send as/send on behalf/full mailbox permissions, run the Permission Repair Tool, and clear Automapping.
   Calendar Permissions - Allows you to view permissions assigned to the account's primary calendar.
   Forwarding - Allows you to view or set the Forwarding Address.
   Inbox Rules - Shows all server-side Inbox Rules.
   Junk Mail Filters - Shows all server-side Junk Mail Filter rules.

6. Click the setting you want to edit/modify and make the necessary changes. If the setting is view-only, you may need to access the account settings via Outlook on the Web or Outlook desktop client to edit it. Important: It may take up to 60 minutes for the changes to take effect within Microsoft 365.

Note: If you are not an administrator of a domain or an authorized administrator of a Shared Mailbox, you won’t have the ability to delete a Shared Mailbox. To delete a Shared Mailbox, contact your domain administrator or the Shared Mailboxes’ authorized administrator.

Important: A Shared Mailbox can’t be deleted within 60 minutes of creation. Once deleted, all the data within the Shared Mailbox will be deleted and can’t be restored.

1. As an administrator of a domain or authorized administrator of a Shared Mailbox, log into Wisc Account Administration site with your NetID credentials.

2. Select the domain in which the Shared Mailbox exists. Otherwise, if you are an authorized admin of the Shared Mailbox, click on the Shared Mailbox email address and proceed to step 5.

3. From within the "Domain Administration" sub-menu, click Shared Mailbox Listing.

4. On the Shared Mailbox Listing page, click on the Shared Mailbox you want to delete.

5. On the Status page, Click Delete Shared Mailbox

6. You will be prompted to type the address in the text box. There is no way to recover a deleted Shared Mailbox.

7. Click "Yes, I want to Permanently delete this Shared Mailbox."