Sign up for Office 365
Learn more about Office 365
Patrick Klingele-Bechinger, Escalation Engineer, Exchange Server Support
Mark Johnson, Sr. Technical Writer, Exchange Online
In the current version of Exchange Online for Microsoft Office 365, you have to use the Windows PowerShell command line to create and configure shared mailboxes. Using PowerShell, you have to perform these steps:
To make this task a lot easier, we created a GUI-based tool you can use to create and configure a shared mailbox, and then assign permissions to a security group so members can open the shared mailbox and send messages from it. It’s an easy, three-step process:
For more information about using shared mailboxes, see Set Up a Shared Mailbox.
Download the SharedMailboxTool.zip file posted on the Downloads forum. This .zip file contains two files:
After you download the .zip file, extract the two files to the same folder.
The Office 365 Shared Mailbox Tool assigns a security group the permission to access and send mail from the new shared mailbox. You can’t use the tool to assign permissions to an individual user. To create a security group and add members:
1. Start the Exchange Control Panel (ECP) and create a new distribution group:
2. Specify a display name, alias, and e-mail address.
3. Select the Make this group a security group check box.
4. In the Ownership section, click Add to add an owner, if necessary.
5. In the Membership section, click Add.
6. In the Select Members page, select the users you want to add. When you are finished, click OK.
7. On the New Group page, click Save.
For more information about security groups in Exchange Online, see Create a Security-Enabled Distribution Group.
Now you’re ready to create a new shared mailbox and assign permissions to allow access to it by members of the security group you created in step 2. Here’s how:
1. In the folder where you extracted the files in the SharedMailboxtool.zip file, double-click StartSharedMailboxTool.bat
Note: If the Office 365 Shared Mailbox Tool doesn’t start, you may need to configure the execution policy on your computer. To do this, run the following command in Windows PowerShell and then start the shared mailbox tool.
2. In the Office 365 Administrator Credentials window, enter the user ID and password for an administrator account in your Office 365 organization, and then click OK. It might take a few minutes before the next window is displayed.
3. In the Office 365 Shared Mailbox Tool window, enter the following information:
4. Click Create to create the shared mailbox and assign permissions to the specified security group.
That’s it. Click Refresh on the Mailboxes page in the ECP to display the new shared mailbox. It may take up to 60 minutes before members of the security group can access the new shared mailbox.