As described here we are pleased to announce the new Shared Mailboxes support in D365 version 2.9.
Shared Mailboxes are an Exchange feature where many users can access a common mailbox, f.e. for departments or customer contact etc. Admins who are entitled to use this function now easily can manage Shared Mailboxes in D365. Besides, Shared Mailboxes do not need an Office 365 license since it´s a common mailbox for multiple (licensed) users.
Who can manage Shared Mailboxes?
The Portal Admin defines which admins can use the management of Shared Mailboxes. This can be done in the administration menu in the “manage administrators” list with a control.
Choose the desired admin account, click “Edit”, set the checkbox “Manage Shared Mailboxes” and click “Save”. That´s it.
This switch works in the same way as granting other rights to an admin user, like Distribution lists, Notifications and so on.
Remember: Granting this right only sets the corresponding menu active for that admin user. In the Shared Mailbox list the admin sees only Shared Mailboxes where the OU´s are the same and the domains he is entitled of are the same as the Shared Mailboxes are using.
Create a new Shared Mailbox
When the Shared Mailbox menu is visible to an admin the list works as usual.
To create a new Shared Mailbox click the “+” icon above the list.
Now fill out the form with the name of the Shared Mailbox, the Display Name, the Alias and the domain (Alias and domain produce the E-Mail address used). Click “Save” afterwards (here the E-Mail-address is email@example.com).
This process can take about a minute till the new Shared Mailbox is created. You see the spinning wheel as indicator till the action is done.
Now the (empty) Members list follows. Add members into that list. Actually it aren´t members, but users who get FullControl rights to the new Shared Mailbox. We wanted to retain the uniform concept of calling the users “members” for a specific distribution list or shared mailbox.
In the dialog users can be searched and selected for membership.
It´s the same procedure as for distribution lists.
Adding members is also a process that can get time consuming, depending on the Office 365 service. You see the spinning wheel as indicator till the action is done. Afterwards the member list (with the new selected members) is shown.
In this sample from now on user “Andreas” gets access to the Shared Mailbox “Customer Service”. When using the Microsoft Outlook client it may take some minutes till the new Shared Mailbox appears.
To manage users in a Shared Mailbox enter the Shared Mailbox List and click “Manage Members” on the right side. The link “Switch OU” can be used to change a Shared Mailbox OU.
If you ´re in the member list (here: CustomerService) you can add and remove users from that Shared Mailbox.
It´s same procedure as in all D365 lists. Add new users or remove them (and confirm the deletion):
…and that´s it.
Use the shared Mailbox
In Outlook Client it usually takes up to some minutes till the new Shared Mailbox appears in the left panel of the users who were defined as entitled users (here “CustomerService”).
You don´t need to change any account settings or similar in Outlook, since the user gets access automatically thru the assignment (“membership”) to the specific Shared Mailbox.
When f.e. answering to a mail in the Inbox you see that the sender is now “CustomerService” – the Shared Mailbox.
In Outlook Online (former: Outlook Web Access) the shared mailboxes are not accessible (as of today).
By adding Shared Mailbox support admins now can use this functionality directly in D365.
The management is as easy as working with distribution lists.
Enjoy the new D365 portal!
See here for an overview of other new functions in D365 version 2.9!