Create a Shared Mailbox in Microsoft Exchange 2010

A shared mailbox is a common mailbox that a group of users can open to read and send e-mail messages. It allows users to share a common calendar or a shared contact list. But how to create shared mailboxes in Microsoft Exchange 2010, since the Exchange Management Console (EMC) gui does not give you such an option? If you try to create a new mailbox, the only options are: User Mailbox, Room Mailbox, Equipment Mailbox and Linked Mailbox.

New Mailbox Wizard

New Mailbox Wizard

First execute the Exchange Management Shell (EMS) from the Microsoft Exchange Server 2010 menu.

Microsoft Exchange Server 2010 Menu

Microsoft Exchange Server 2010 Menu

The shell environment opens up

Exchange Management Shellvvv

Exchange Management Shell

A. Create a new Shared Mailbox

Type in the following cmdlet:

New-Mailbox -Name <Maibox Name> -Alias <Alias> -OrganizationalUnit "<OU path>" -Database "<Database>" -UserPrincipalName <E-mail Address> -Shared

And give the appropriate permissions to the user

Add-MailboxPermission <Mailbox Name> -User "<domain\username>" -AccessRights FullAccess

Add-ADPermission <Mailbox Name> -User "<domain\username>" -ExtendedRights Send-As

For example, I will create a new mailbox called Info and setup user Secretary to have access.

New-Mailbox -Name Info -Alias info -OrganizationalUnit "mydomain.local/myCompany/myDepartment" -Database "DB1" -UserPrincipalName info@mycompany.gr -Shared
Add-MailboxPermission Info -User "mydomain\secretary" -AccessRights FullAccess
Add-ADPermission Info -User "mydomain\secretary" -ExtendedRights Send-As

Full detailed syntax and parameters are in this Microsoft link.

B. Convert a User Mailbox to a Shared one

Type in the following cmdlet:

Set-Mailbox "<Maibox Name>" -Type shared

And give the appropriate permissions to the user as well

Add-MailboxPermission <Mailbox Name> -User "<domain\username>" -AccessRights FullAccess

Add-ADPermission <Mailbox Name> -User "<domain\username>" -ExtendedRights Send-As

For example, let’s suppose that we have created a user mailbox called Helpdesk and we need to convert it to a shared mailbox and give access right to user Operator.

Set-Mailbox "Helpdesk" -Type shared
Add-MailboxPermission Helpdesk -User "mydomain\operator" -AccessRights FullAccess
Add-ADPermission Helpdesk -User "mydomain\operator" -ExtendedRights Send-As

Full detailed syntax and parameters are in this Microsoft link.

The last two commands about access and send-as permissions can be configured from EMC gui, by selecting the mailbox and clicking on “Manage Send As Permission..” or “Manage Full Access Permission…” at the right pane of the window.

Access and Send-As Permissions

Access and Send-As Permissions

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15 thoughts on “Create a Shared Mailbox in Microsoft Exchange 2010

  1. Am I correct to say the only difference between a regular and shared mailbox is that the shared mailbox is linked to a disabled user account?

    Let me know what you think. Thanks.

    Steven

    • Hello Steve, I use shared mailboxes whenever I have a branch user who should have access to his mailbox from two different forest accounts. You may enable the disabled account if you need to.

  2. How does a user then see the messages in the shared mailbox? My users use OWA but they are not seeing the email in the shared box

    • Shared mailboxes are like normal mailboxes, the users should be able to see the e-mails via owa. The shared mailbox can be accessed via outlook but cannot be accessed via owa? Do they have two mailboxes? I personal one and a shared one? Is there an outlook client that downloads the e-mails to to personal folder pst file so they disappear from the server?

  3. Thanks for the response, no one uses Outlook to access their email, only via OWA.

    Is there anyway of reviewing/checking the account I set up using the above procedure to confirm I have done it right? I’m pretty new to Exchange.

    Regards
    Pete

  4. Users can access to the shared mailbox, but I noticed that when one of the users send email from this shared mailbox, the email goes to the SENT ITEMS folder of his personnal mailbox instead of to go to the shared mailbox SENT ITEMS folder

  5. thank you. Seems to have worked but cannot access the calendar yet. Probably wait for the new address list to be generated tonight.

  6. Hi

    We only use the email-part of shared mailboxes – Lets say one user has acces to 10 – 15 shared mailboxes – it is anoying to see 10-15 Calendars as well – how to get rid of those?

    Thanks in advance

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