Do Office365 shared mailboxes require an AD user?

If you have the account disabled in AD and the shared mailbox is OK I'd say its probably OK to delete.
Only catch may be that if you delete the AD user and you manage group membership on the AD side you'll no longer be able to nest the shared user in a group (because AD won't know anything about it).
May well be a non issue for you but it did come up for us when someone asked if their team's shared mailbox could be added to a distribution group. I've been keeping the "shared" users in their own OU, with a random strong password set that no one knows (not even me!). Going forward I may try disabling them - I'm guessing the group membership will still sync through to 365, even for disabled members.

Some mailboxes had been converted to shared ones already. While removing the O365 license is ok, is it also ok to purge the on-prem AD user associated with that shared mailbox? (They are currently set to disabled.)
Thank you!
This topic first appeared in the Spiceworks Community

Similar Messages

Shared mailboxes requiring a license

Hi,
I have created some shared mailboxes and delegated myself access. Now the problem is that without assigning these a license they don't appear in my outlook and don't create the mailbox for the account. I thought they didn't need a license so do you assign
the license then remove it or is there some other way of doing this because this seems a massive oversight from Microsoft??
Thanks

Hi,
As far as I know, you don’t need to assign licenses to shared mailboxes, except when they are over their storage quota of 10 gigabytes (GB). But every user that accesses the Shared Mailbox must be assigned an Office 365 license.
For how to create a shared mailbox in Office 365, please take a look at this course. This course includes:
Create a shared mailbox in Office 365
Use a shared mailbox in Outlook 2013 and Outlook Web App
https://support.office.com/en-us/article/Create-a-shared-mailbox-in-Office-365-0b4f82f6-7903-48ee-8209-f49732bad367
For more details, I'd suggest you post in our dedicated forum for Office 365 - Office 365 Community, where you will get more experienced responses:
http://community.office365.com/en-us/f/default.aspx
The reason why we recommend posting appropriately is you will get the most qualified pool of respondents, and other partners who read the forums regularly can either share their knowledge or learn from your interaction with us. Thank you for your understanding.
Regards,
Ethan Hua
TechNet Community Support
It's recommended to download and install
Configuration Analyzer Tool (OffCAT), which is developed by Microsoft Support teams. Once the tool is installed, you can run it at any time to scan for hundreds of known issues in Office
programs.

Adding a shared mailbox to a user's Outlook profile, who has reviewer rights only, via PowerShell

Hello Everyone,
I'm working on trying to create something like a knowledge base for my company, and what I'm trying to accomplish is to create a shared mailbox on 365, add users to have read-only rights to the Inbox (which I can achieve via PowerShell) so they can't delete
the articles, but it seems that by just adding Reviewer permission to a user, it doesn't force the mailbox to open on the end-user's Outlook profile - it only seems to automatically populate if I go through the exchange admin console and allow Full Access
through User Delegation.
Is there a way, via PowerShell, to open a shared mailbox in a user's Outlook profile?
Thanks for all the help!

Hi,
We can create a PRF file that modifies the existing Outlook profile to add the shared mailbox.
Please have a look at this thread which discussed a similar issue:
http://social.technet.microsoft.com/Forums/systemcenter/en-US/374e5a31-1732-45b8-afdd-7c0987e04a7e/how-to-add-additional-mailboxes-in-outlook-for-exchange
For more information about Customize Outlook profiles by using an Outlook Profile (PRF) file, see:
http://technet.microsoft.com/en-us/library/cc179062(v=office.14).aspx
Hope this helps.
Regards,
Steve Fan
TechNet Community Support

Users are unable to view private mails of shared mailbox

We are facing one issue here with shared mailbox ( helpdesk and servicedesk) . users are not able to view mails which marked as private to helpdesk ID
Symptom:- users having full access to shared mailboxes are unable to view private mails received in shared mailbox.
Product: Outlook 2010 SP2/ Outlook 2013

Did you try the article I suggested?
Essentially, the "owner" of the mailbox needs to grant "show all items, including Private, to my delegates".
I think MSFT introduced this change (to honour the Private flags) in OL2010, and earlier versions did not respect the Private flags.
(some customers want private to be properly private. other customers, don't want private to be private, if you know what I mean ;)
Don
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This helps the community, keeps the forums tidy, and recognises useful contributions. Thanks!)

OWA continuously prompts MailUser user when saving appointment for shared mailbox

We have a number of users of type 'mailuser' who are granted full permissions to shared mailboxes. If a user of mailuser usertype does the following, they are unable to save appointments to the shared mailbox's calendar. Outlook Web App will
continuously prompt the user to re-login. The functionality works in IE but *not* in FireFox (Update v28.0) and Chrome - I know probably beyond what can be fixed server-side but never hurts to ask.
Steps to reproduce:
1. Mailuser user is granted full access to a shared mailbox.
2. Mailuser accesses shared mailbox in OWA at https://mail.myorg.com/owa/[email protected]
3. User goes to the Calendar within OWA and double-clicks a timeslot to add an appointment. After appointment details have been entered, click "Save and Close"
4. Outlook Web App responds with a login prompt (same as initial prompt) and the user is unable to add the appointment - can't re-login via the prompt using the mailuser username and password.
Thanks.

Hi,
I have tested in my Exchange 2007 environment with IE. I can user mail user's credential to access shared mailbox can add appointments perfectly.
Please make sure the shared permission is set to Full Access instead of other mailbox permission. Also confirm the web browser for OWA access is a supported browser with OWA premium. If the issue persists, pleae remove the mailbox permission then re-add
it back to have a try.
Regards,
Winnie Liang
TechNet Community Support

Shared Mailbox migrating from Lotus Notes to Exchange

We currently have Lotus Notes and in the process of migrating to Exchange Server 2010. We are using the Quest Notes Migrator for Exchange and the Quest Coexistence Manager for Notes tools.
One of the issues we’re coming across is Shared Mailboxes..
Currently in Notes we have:
Signatures as part of the NSF file so they are included with every email – how will Outlook clients behave for Shared Mailboxes? Because we want the same Signature to be part of every email sent from a shared mailbox regardless of which user sent the email.
We are aware that if we use OWA we won’t have this problem, but how do we configure Signatures for Shared Mailboxes using Outlook clients?
Stationary: We have Stationery linked to our Shared Mailbox accounts, so for example, in our helpdesk mailbox, we have stationary documents/templates we send to end users who email our helpdesk asking a FAQ. Opposed to pointing users to SharePoint, how
do we tackle this in Outlook? Is there options?
Thanks
Ray

Hi,
1. you can use transport rule to have same signature when from field contains shared mailbox email address.
2. Sorry, I don't understand your second question.
Kottees : My Blog : Please mark it as an answer if it really helps you.

Shared mailbox contacts to Address Book

Hi all
We have recently migrated to an Exchange 2010 environment, our clients using Outlook 2003 and Outlook 2010.
We have a large number of shared mailboxes within our organisation that contain their own contacts lists. The shared mailbox is added as as additional mailbox to the users' own profile as they have been delegated full access to manage
and maintain all items.
The issue we are having is trying to get the contacts list on the shared mailbox to show up in the users address book when sending an email.
I have had a search on the net for an answer to this and the only thing I can get to work to is creating a new profile for the shared mailbox and renaming the contacts as discussed in the following thread: http://social.technet.microsoft.com/Forums/en-US/exchangesvrclients/thread/62befbae-ceaa-482b-b450-e448f8d1a265
The issue with this however is that it only seems to temporarily work - after closing the profile for the shared mailbox and opening the user profile it will only appear in the address book for the first time; after closing and reopening Outlook
the contacts list for the shared mailbox disappears.
Even if we did get this method to work every time, it seems a little long winded. Some shared mailboxes are used by about 10 different users and having to get them to create a new profile for the shared mailbox seems a little full on just to get
the contacts list to show up in their address book.
Other threads on the net have suggested just going into the properties of the Contact item on the shared mailbox and ticking the "Show this folder as an e-mail Address Book". The issue I am having is that the there is no such tick box. In fact the
"Outlook Address Book" tab isn't even there. The users' have been given full control of the contacts as they are able to create/modify/delete contacts when they actually select the contact objects from the shared mailbox.
We have just moved from an Oracle mail environment where this was possible and so would like to know if sharing contacts is a supported feature of Exchange 2010/Outlook. If so, how?
Cheers
Brady

hi,
Outlook 2007, Exchange 2007, Win 7
i have followed all the solutions that given below but none seem to work. all i want is to show the shared mailbox contacts in my addressbook.
I do not want to login to windows using shared mailbox credentials to access contacts.
i dont no want to copy the or export contacts over.
i have full access to the mailbox. when i click New to send a new email. under my address book. I can see my contacts and i would love to see my shared email inbox contacts too. Till now i have come across multiple solutions and not even one seems to work. let
me see if someone is that smart who can give a solution that works.
I have also added shared mailbox profile in my outlook and i have given full access as the Author to the contacts folder of the shared mailbox. some say it cant be done. I am pretty sure it can be.

Outlook 2010 - Shared mailbox copies sent items into inbox

Good afternoon, I have a customer which recently requested a shared mailbox addition for group emails within his team (all accounts are Exchange). The shared mailbox is duplicating sent items in the inbox of the shared account. The default account
functions normally with sent items only residing in the sent items folder.
All the settings appear normal on the cliet side, what am I missing?
Thanks in advance,
Mack

Hi Mack,
Does this issue occur on all the users who add the shared mailbox or just several users?
If this issue only occur on one user, please recreate Outlook profile to have a try.
You also can use OWA to help you check on the issue:
<1> Grant one user with full access permission on the shared mailbox.
<2> Login with OWA, and use the shared mailbox to send one email, then check if the sent item email will be copied to the inbox.
Thanks,
Evan

Disappearing folders from shared mailboxes

We have this ongoing problem and just can't find a solution for it. We have a number of users that have a shared mailbox. They frequently get into the situation where one person can see a subfolder but others can't. The folder is actually
where it should be but only some of them can see it. All permissions are wide open for them.
So we disable their cache. Then outlook goes right down the tubes; searches take forever, outlook frequently locks up and spins... it's either one hell or the other.
What can we do to fix this?
Thanks!

Hi,
Please confirm the mailbox permission between the problematic users and his shared mailbox.
If these users have full access permissions to the shared mailbox, the subfolders should be available to these users. Pease create a new Outlook profile to have a try:
http://support2.microsoft.com/kb/829918/en-us
If the problematic user just has Owner permission to the Inbox folder in the shared mailbox, the new created subfolder may not be visible to other users. We need to add folder permission for the new created subfolders.
Regards,
Winnie Liang
TechNet Community Support

Office365- I created shared mailboxes for a user- they show on web but not on Outlook2013

I created shared mailboxes for a user- they show on web but not on Outlook2013-
If the user logs on to office365 web - I can see the 3 shared folders- but if when she opens Outlook she is not able to see them-
Do they - should they be manually added ? How ?
Thanks !!

Hi,
Thanks for your question.
Not sure what exactly you mean by "created shared mailboxes for a user", by default, Outlook automatically loads all mailboxes to which the user has "Full Access" permission. So please first check if you have granted the right permissions
for that mailbox to the user.
When I say "By default", I mean you didn't disable the Outlook Auto-Mapping service. If you did, then the shared mailbox will not be automatically added to the user's Outlook profile. So please have a check on this:
https://support.microsoft.com/kb/2646504
Also, please note if the shared mailbox was just created, or the user was just added as a member of that shared mailbox, you probably will need to wait for a few hours for the shared mailbox to appear in the user's Outlook folder.
Regards,
Ethan Hua
Forum Support
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Users cannot edit a shared calendar of a shared mailbox that was deleted from the cloud and recreated on premise

Description:
The following example account [email protected] is an on premise AD account being used as a shared mailbox in the cloud. We have discovered that regardless of what we do, not a single user can edit the calendar entries.
The following message is shown in Outlook Click to Run 2013 when an entry. "New appointment" button is also greyed out, including "Calendar Permissions" and some others.
This problem started when the shared mailbox was created wrongly by creating it in the cloud first and we had to delete it and start over. The "in the cloud" user was deleted and the same user was created in AD on-premise with the same account name
and then Dir Synced with the cloud. A license was assigned, a user mailbox on exchange online created and the type was converted to a shared mailbox and Editor rights were defined on the calendar folder for specific users.
Actions performed:
Action01: gave users Editor rights on calendar folder through powershell
Result01: Rights correctly added and can be seen when get-mailboxfolderpermission is ran
Action02: Opened calendar with Outlook and tried to edit entries
Result02: Error message pops up saying "You don't have permission to create an entry in this folder. Right click the folder and check..."
Action03: Opened calendar with OWA of users
Result03: Users can edit the shared calendar on OWA
Action04: Gave users Full Access permission on mailbox with automapping on
Result04: Users can edit calendar in Outlook
Action05: Gave users Full Access permission on mailbox with automapping off (mailbox no longer visible in outlook)
Result05: Users cannot edit calendar in Outlook
Action06: Removed Full Access permission on mailbox for users
Result06: User cannot edit calendar in Outlook
Action07: Removed [email protected] from on-premise AD, performed dirsync, removed account from ms online using remove-msoluser -removefromrecyclebin
Result07: No trace of the account was anywhere to be found.
Action08: Created new [email protected] account on on-premise AD, assigned o365 license to user including exchange online license
Result08: New empty Exchange online mailbox was created
Action09: gave users Editor rights on calendar folder through powershell
Result09: Rights correctly added and can be seen when get-mailboxfolderpermission is ran
(Note: whenever mailboxfolder permissions are modified for this mailbox it's as if they are ran THREE times in a row, the first time they are applied and the powershell gives immediately 3 exceptions behind this:
An existing permission entry was found for user: [email protected]
    + CategoryInfo          : NotSpecified: (:) [Add-MailboxFolderPermission], UserAlreadyExis...nEntryException
    + FullyQualifiedErrorId : [Server=DBXPR05MB046,RequestId=3b3e080e-9aaf-4db9-9b90-b7171d59eba2,TimeStamp=7/11/2014
   8:15:39] [FailureCategory=Cmdlet-UserAlreadyExistsInPermissionEntryException] 57078FCD,Microsoft.Exchange.Manageme
nt.StoreTasks.AddMailboxFolderPermission
    + PSComputerName        : outlook.office365.com
Any other mailbox does not do this when setting mailboxfolder permissions)
Action10: Opened calendar with Outlook and tried to edit entries
Result10: Error message pops up saying "You don't have permission to create an entry in this folder. Right click the folder and check..."
Action11: Tried on a fresh new pc with first time logon
Result11: did not help
Additional information:
We have seen this problem with another user which was recreated, when he shares his calendar with others and people get the calendar invite email and click "Open Calendar" they receive a popup "The folder cannot be found".
My first impression points to a corruption/bug in the GAL on exchange online, since we're using o365 for midsize bussinesses we cannot use the AdressList role to expose the adresslist cmdlts for deeper troubleshooting.
PS:
Issue tested on different computers and with different user accounts, not a single user can edit the calendar of [email protected] when editor rights are given.
Noticed when editing rights for the shared mailbox in powershell after the first confirmation line
Office 2013 is click to run was updated to latest version, version number: 15.0.4659.1001

Greetings Gil,
I haven't heard of that one.
Questions:
Does the calendar in question show up in the "Subscriptions" category of iCal?
If you remove all accounts from iCal > Preferences > Accounts and quit and re-open iCal, does the calendar in question vanish? If so, does the calendar come back when you re-input the servers you need into iCal > Preferences > Accounts?
Can you provide a screen shot of your calendar sidebar.
While you answer those questions, some troubleshooting to try:
Try dragging one of your other calendars above this calendar that won't delete and then quit / re-open iCal and attempt to delete the calendar in question.
Failing that:
1. First make an iCal backup: Click on each calendar on the left hand side of iCal one at a time highlighting it's name and then going to File Export > Export and saving the resulting calendar file to a logical location for safekeeping.
2. Go to iCal > Quit iCal
3. Remove the following to the trash and restart your computer:
Home > Library > Caches > com.apple.ical
Home > Library > Calendars > Calendar Cache, Cache, Cache 1, 2, 3, etc. (Do not remove Sync Cache or Theme Cache if present)
4. Launch iCal and test.
If the issue persists at this point:
Remove the following to the trash and restart your computer:
Home > Library > Caches > com.apple.ical
Home > Library > Calendars > Calendar Cache, Cache, Cache 1, 2, 3, etc. (Do not remove Sync Cache or Theme Cache if present)
Home > Library > Preferences > com.apple.ical (There may be more than one of these. Remove them all.)
---NOTE: Removing these files may remove any shared (CalDAV) calendars you may have access to. You will have to re-add those calendars to iCal > Preferences > Accounts.
Hope that helps!

Find all users who does not have access to a shared mailbox.

Hi all,
We are in the proces of setting up a hybrid enviroment with our E2010 towards Office365. As part of that, we want to move several batches of users. The first bunch if users we move should not use any shared mailboxes etc. but how do I find
those? I can see there are powershell scripts that find users who has a shared mailbox and then list the permission - but that is kind of the opposite than what I want :)
Browsing manually through users is not practical either as we have 10000+ mailboxes at the moment.
Hoping for a quick reply :)
/Trev

It is not possible to accomplish this by using powershell. Easier one is to get the list of people who has access on something with below and do easier data manipulation in Excel :
Get-Mailbox -Resultsize Unlimited | Get-MailboxPermission | ?{$_.isinherited -eq $False -and $_.user -notlike "*self*"} | select identity, user,accessrights
[url=http://www.lepide.com/]Lepide[/url]

[Urgent]Accidently disabled shared mailbox (multiple users)

I am a beginner and accidently run "Remove-Mailbox..." instead of "Set-Mailbox..." while modifying user's access to a shared mailbox. Now I want to know, since multiple users had access to the shared mailbox, do we need to provide access
to every user on the shared mailbox again, after reconnecting the shared mailbox to the account ?
I am working on exchange server 2010.
Thanks in advance..
Alok

Hi ,
I hope below mentioned points will help you to resolve this issue.
Please do this first in your test environment before get in to production.
On my side i would assume like you are having windows server 2008 R2 active directory environment with recycle bin enabled otherwise you have to do authoritative restore in active directory to get back the deleted user account in active directory .
Step 1:
First you need to restore the active directory account with the help of recycle bin feature in active directory .
As per my knowledge ,recycle bin feature will help us to retain the same permissions on other resources and group membership when the deleted account is been recovered .
Note :From windows server 2008 R2 on wards recycle bin feature is available ,once you enable that you cannot able to disable the feature so please think twice before doing any changes on recycle bin .Same time you need ensure the required functional levels
are present in active directory for enabling the recycle bin.
Reference Article for Recycle Bin in Active directory :
http://blogs.technet.com/b/askds/archive/2009/08/27/the-ad-recycle-bin-understanding-implementing-best-practices-and-troubleshooting.aspx
Step 2: Then you need to reconnect the shared mailbox from the exchange disconnector container to the restored account in active directory.
Note : Suddenly deleted mailbox will not show on the exchange disconnected container So we need to use the below commands to update the exchange databases .
Commands :
Get-MailboxStatistics -Database MDB02 | ForEach { Update-StoreMailboxState -Database $_.Database -Identity $_.MailboxGuid -Confirm:$false }
Get-MailboxStatistics -Database MDB02 | Where { $_.DisconnectReason -ne $null } | ForEach { Update-StoreMailboxState -Database $_.Database -Identity $_.MailboxGuid -Confirm:$false }
Please reply me if you have any queries .
Regards
S.Nithyanandham
Thanks S.Nithyanandham

Shared mailbox shows emails and subfolders of the users mailbox in Outlook

After We migrated the Exchange from 2010 to 2013 any shared mailbox has been migrated is showing the inbox and all the subfolders from the user's mailbox in Outlook, instead of the shared mailbox content.
note: if we create new shared mailbox it works fine without any issue.
We have tried to removed full access permissions and re-added full access permissions, disabling AutoMapping and then added the shared mailbox manually in Outlook and that works fine but it is not a solution for us as we have 400+ shared mailbox and
we cannot do it for every user have access on each shared mailbox.
any ideas.
Ayman Saleh

Hi,
Please check if this issue persists in Outlook online mode.
After you remove the full access permissions, the shared mailbox will disappear from Outlook automatically. When you add the full access permission then, the shared mailbox will appear again in Outlook. There is no need to add shared mailbox manually.
Please remove the full access permission and then re-add the full access permission. This time, you can make use of the AutoMapping feature to check if shared mailbox display properly.
Best regards,
Belinda Ma
TechNet Community Support

Mailbox Converted from Shared Mailbox to User Mailbox; Unable to log on using Outlook

Hi,
We set up Office 365 couple of weeks ago and set up a shared mailbox "sales". This didn't meet our needs as we wanted the users to be send email from the sales email box and have these email appear in the set items folder of the sales mailbox,
not from the users mailbox.
Therefore following some instructions, we used the shell to convert the mailbox to a user mailbox. Correctly, this email box now no longer appears in the list of shared mailboxes in the admin site, it appears in the user section.
We have also successfully assigned this sales user a licence <label boxtype="Label" class="BOX-MainTertiary o365-ns-c LicenseProduct" for="sku0">Office 365 MidSize Business including of course </label>"<label
boxtype="Label" class="BOX-MainBodyText" for="sku0_Service2">Exchange Online Plan 1".</label>
However, when we try and add this email box into outlook, it fails, after requesting the password several times. We have checked the password by signing into webmail and this has no issue, it works correctly. We therefore have the correct password, but this
conversion seems to have caused a problem?!<label boxtype="Label" class="BOX-MainBodyText" for="sku0_Service2"></label>
The second issue is that the shared mailbox still appears within the users outlook as a shared mailbox, it hasn't removed itself. trying to right click and close complains it is associated with an email account, meaning it wants us to remove the whole
account and add it again? Surely if its no longer shared it should vanish?

What you're trying to do will have its own problems because Outlook does not serve two masters well. Trust me on this, trying to open two mailboxes simultaneously this way, rather than opening the mailbox as a second mailbox (which doesn't give you
the Sent Items behavior you crave), will cause you plenty of other problems.
Ed Crowley MVP "There are seldom good technological solutions to behavioral problems."

Do Office365 shared mailboxes require an AD user?

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