Shared Mailbox Visibility?

So, we are running in a Hybrid environment (Exchange 2010 and Office 356 Exchange Online) and Ive noticed that when I give managers Full Access to ex-employee mailboxes, they mailbox gets mounted automatically. Before we were in Hybrid mode, I used to be
able to remove the Full Access permission on the Exchange Server, and the shared mailbox would get automatically dismounted.
Now what happens is that the permissions are removed, but the mailbox stays. You cant expand of course, but it remains visible in the Outlook profile.
Is there any other way to remove the mailbox? I've found these but havent tried the PS yet;
Remove-MailboxPermission -Identity [email protected] -User [email protected] -AccessRights FullAccess
$FixAutoMapping = Get-MailboxPermission sharedmailbox |where {$_.AccessRights -eq "FullAccess" -and $_.IsInherited -eq $false}
$FixAutoMapping | Remove-MailboxPermission
$FixAutoMapping | ForEach {Add-MailboxPermission -Identity $_.Identity -User $_.User -AccessRights:FullAccess -AutoMapping $false}
Exchange 2010 SP3
Exchange 2013 Online (Office 365)
Outlook 2013 and Outlook 2010
Just curious if anyone else has seen this and what you did to resolve it.
Thanks in advance.

Hi,
How about manually create a new Outlook profile and see whether the shared mailbox still appear?
I suggest we first try the solution in the following KB article:
http://support.microsoft.com/kb/2646504/en-US
Regards,
Please remember to mark the replies as answers if they help and unmark them if they provide no help. If you have feedback for TechNet Subscriber Support, contact
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Simon Wu
TechNet Community Support

Similar Messages

Items in shared mailbox are not visible when using cached mode in Outlook 2013

Hi all,
When using Outlook 2013 working with the users own mailbox works great, but when a user connects an additional mailbox to its mailbox, this mailbox is shown correctly, but it contains no items. The folder list is shown correctly, but there are no items to be
seen.
These users (I have seen it with 3 different users and 2 shared mailboxes already) have full access to these mailboxes (Exchange 2010), but somehow the items aren't shown... When these users turn off cached mode, it works fine and when they use Outlook 2010
it also works fine, but using Outlook 2013 with cached mode will only show their own items and not the items in an additional shared mailbox.
What is the cause of all this?
Kind regards,
Erik

Maybe something interesting...
When looking at article http://support.microsoft.com/kb/982697/en-us
I saw that Outlook 2013 by default caches everything and that's what I wanted. I tested however adding this regkey to see what happened and after that the email shows up in the mailboxes... Somehow the mail from shared mailboxes doesn't want to be
cached...
Does anyone know what this could be? I want everything to be cached, also the shared mailboxes but somehow this doesn't work and it does when using Outlook 2010....

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!

Sharing a calendar of a shared mailbox

Hello
We have a group of people that need a common calendar so that sounds simple enough, right? I created a shared mailbox and set the permissions on the calendar for everyone that requires access to Owner. I thought that would be it but nobody can
add anything to it. They can see the calendar but if they try to do anything in it they get the error "Cannot open the free/busy information. You do not have sufficient permission to perform this operation."
You can't log into OWA with a shared mailbox account even after you enable it, so I can't share the calendar that way.
I know I can fix this by giving the users Full access to the mailbox in EAC but that would add the shared mailbox to everyone's Outlook which we don't want. I also know I could fix that problem by going into ADUC and removing the delegate attribute
in the mailbox account but do I really need to go through these hacks just to set up a shared calendar?
We are using Exchange 2013 with Outlook 2007
Hutch

Hi Hutch,
You need to give Folder Visible permission on the Top-Level folder(including any parent folder if exists) of the mailbox and on the calendar too if not given.
Once done, it will allow user to see the calendar and only items below which they have permission to.
This will not show all the items inside the parent folder.
FolderVisible The user can view the specified folder, but can't read or edit items within the specified public folder.
Set-MailboxFolderPermission -Identity [email protected]:\Calendar -User [email protected] -AccessRights FolderVisible
https://technet.microsoft.com/en-us/library/ff522363(v=exchg.150).aspx
Add-MailboxFolderPermission -Identity [email protected]:\Marketing -User [email protected] -AccessRights FolderVisible
https://technet.microsoft.com/en-us/library/dd298062(v=exchg.150).aspx
Regards,
Satyajit
Please“Vote As Helpful”
if you find my contribution useful or “MarkAs Answer” if it does answer your question. That will encourage me - and others - to take time out to help you.

Shared Mailbox folders missing in Outlook Cached Mode

Since I got no responses to my
original post in section, "Exchange Server 2013 - Sharing and Collaboration: Site Mailboxes and Public Folders" I'll give it a try here...
We have Exchange 2013 Server (Version 15.0 - Build 913.22). I have a shared mailbox for our support team, "Support Center". This mailbox is configured as a "SharedMailbox". Our team members have been given Full Access
either by the Admin Web Interface or by "Add-MailboxPermission -User user1 -AccessRights FullAccess".
I am seeing this issue using Outlook 2013 Pro plus that manually created subfolders either in the root of the mailbox or folders under the Inbox are not visible. These folders are just for organization, like "Work Order Entered" and are not
like contact folders or any other special folders.
We determined if the Outlook client is configured for "Online Mode"/non-cached the folders appear and are accessible, but if your enabled Cached exchange mode the folders disappear and are no longer accessible. I have cahnged the cache slider
to go all the way right to say cache everything, not just the last so many days, but this did not resolve the issue either.
Upon further testing I have the same issue when I use Search-Mailbox with Targetmailbox and TargetFolder to my "Discovery Search Mailbox". The folders is created and logs are made, but the folder does not show unless I am in exchange online
mode and not cached.
HELP PLEASE! This is very annoying and we need cached mode for the registry key to place sent mail in "SenderAndFrom" sent items. It doesn't work in online mode.
Find this post helpful? Does this post answer your question? Be sure to mark it appropriately to help others find answers to their searches.

Hi CHase,
shared mailboxes shouldnt be cached,only user mailboxes should.Reason for this is because it will download all info from shared mailbox and it can take some time.All company info will also be stored locally,so its security concern.
You mention that you turn on cached mode,is this under user mailbox or additional mailbox as shown below?
The one to left should be fine to cache all,but the one to the right only first check mark should be on.We have this configuratuon and senderandfrom registry works well.
If you access OWA,then choose to open another mailbox,then choose the "support center" mailbox,do you see all folders?
By granting full access doesnt give you send as permission,for this you will need to run this command:
Get-Mailbox "[email protected]" | Add-ADPermission -User "[email protected]" -ExtendedRights "Send As"
Please mark as helpful if you find my contribution useful or as an answer if it does answer your question. That will encourage me - and others - to take time out to help you. Thank you! Off2work

Shared Mailbox with Multiple Shared Calendars

We have a shared mailbox (Exchange 2010) for a department and they have created 30+ calendars that they would like other users to have access to. I've tried giving access to the calendars folder with powershell giving the users reviewer access which
is what was requested.
I started with this
Add-MailboxPermission -Identity "Dept42" -User "user" -AccessRights ReadPermission -InheritanceType all
then
Add-MailboxFolderPermission -identity "Dept42:\Calendar" -user "nrogers" -AccessRights Reviewer
I'm assuming this command gives access to all calendars folder since i've tried to specify the calendar and get errors that the specific calendar could not be found. Am I missing something as they still cannot see the shared calendar even though I can add
the mailbox to their outlook profile.
Thanks
Jay

Hi,
To share the sub calendar to other users, we need to give them the desired permission (at least Reviewer) to the folder and at least Folder visible permission to every Root folder above the shared subfolder.
Besides, we also need to give them Folder visible permission to the shared mailbox.
1. Right click on the mailbox root.
2. The Default account typically has no permission to the entire mailbox. You can either give the Default account Folder visible permission or click Add and select the users who you want to grant the permissions.
3. Check the Folder visible box only and the permission level remains set to None.
Once the Calendar folder permission are set, who the folders are shared with needs to add this shared mailbox to their profile.
Could you please check the result from Outlook side?
If there is any update, please feel free to let me know.
Best regards,
If you have feedback for TechNet Subscriber Support, contact
[email protected]
Belinda Ma
TechNet Community Support

Shared Mailboxes Send on Behalf

I have created shared mailbox and Grant Send On Behalf permission for John.
John sends email on behalf to shared mailbox but messages look like John send message himself (Send AS). But John have only Grant Send on Behalf permission not SendAS.
Exchange 2013 CU2.
Truly, Valery Tyurin

Hello,
I have similar issue but in reversal, I have a shared mailbox. I want to send an email on behalf of shared mailbox but I do not want the recipients to see the email has been sent by "User on behalf of shared mailbox". I have been added as a delegate
with editor permissions in shared mailbox. If I send an email (From option: shared mailbox) from my outlook, receiver can see that the email has been sent on behalf. I do not want this. It should be visible as if the mail is sent from shared mailbox.
I saw some suggestions that adding permissions on exchange server will help but I dont know where to check in the system (perhaps I dont have admin rights). I have a colleague, they are just new, they dont know about email box too. My old friend who left
has configured the outlook for these new ladies. For them it is absolutely working fine. I dont know what he did but would not have used exchange server (as we dont have admin rights).
Please help!
Regards,
Krishna

Shared mailboxes and tagging for drag'n'drop

Hi!
We're faced with a rather difficult problem regarding shared mailboxes, let me give you a scenario:
Alice, Bob and Ron each have their own mailbox and a shared (ShareMB01). The shared mailbox is connected to a document management system which collects mail and attached files from this mailbox. What I want to know is, how can I set it up so I see which
user has moved a mail to ShareMB01? Is there a way to change/modify the email header or subject so that it includes the name of the person moving it? We cannot simply go by recipient, because Ron might send to Alice and CC Bob, and Bob was the one who moved
it.
Am I making any sense here?
Regards
Johan

It is possible to drag and drop nodes using mouse events and data binding:
import javafx.input.*;
import javafx.application.*;
import javafx.scene.paint.*;
import javafx.scene.geometry.*;
import java.lang.System;
var x = 100.0;
var y = 30.0;
Frame {
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    width: 200
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    stage: Stage{
        content: Circle {
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}The full feature that allows to drag and drop objects from one component to another is described in [JFXC-1263|http://openjfx.java.sun.com/jira/browse/JFXC-1263]

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

Search folders in shared mailboxes

Sorry to ask here, but no-one knows on the exchange online 365 forum.
How to make a search folder for a shared mailbox? Don't mind if I make in outlook client or exchange online.
I don't mind if its visible in OWA (although that would be nice) as long as its visible in outlook.
I was wondering about making the mailbox the default mailbox for a user, opening the account as exchange account in outlook and seeing if I could make a search folder that way. Would that work?

Hi,
If you want to create a search folder for a shared mailbox, we can try the following steps(Supposing UserA has full access permission for the shared mailbox):
Step 1. Create a new Outlook profile for shared mailbox and configure the shared mailbox with UserA account in Outlook 2013:
1. Open Control Panel > Mail > Show Profiles > Add > type Share to name the profile > OK.
2. In the Auto Account Setup window, fill in the E-mail Account name(share) and E-mail Address([email protected]). Then click Next without type Password.
3. Click Finish to close the window.
4. In Mail window, check Prompt for a profile to be used when starting Microsoft Outlook and click Apply > OK.
5. Open Outlook 2013 with new created profile Share and a Windows Security window would pop-up. Please use UserA account information(User name: Domain\UserA and Password) to log into this shared mailbox.
Step2. Create Search folder for shared mailbox:
Right-click Search Folders > New Search folder to create needed folder for this mailbox. Please note that the search folder in the shared mailbox would not be visible for other profiles. It only works for the default e-mail account in an Outlook profile.
Hope it helps.
Regards,
Winnie Liang
TechNet Community Support

Is there a way to create a rule that sends and Auto Response for a shared mailbox?

I have a shared mailbox set up that receives emails that are sent to 3 different addresses:
[email protected]
[email protected]
[email protected]
I would like to create a rule that would send an auto response when someone emails one of these addresses. However, I don't want an auto response sent to [email protected] so I can't just set up an "out of office" reply for the mailbox.
Is there a way that I can create a rule to send an automated response to 2 of the 3 addresses?
Nate

Hi
we can enable the shared mailbox in ADUC and create Outlook rules for it in Outlook to achieve it. please follow these steps:
1. In Active Directory Users and Computers, right-click the shared mailbox and click Enable Account.
2. Configure the Outlook account for the shared mailbox in Outlook.
3. Click Rules > Manage Rules & Alerts.
4. Create a rule like the following format:
Apply this rule after the message arrives
Have server reply using a specific message
Except if the subject contains specific words
Select exception(s) (if necessary) of the Outlook Rule - (“except if from people or public group“)
5. Apply the auto reply rules for this shared mailbox.
Then users can receive auto reply of the shared mailbox except the exceptions we have set when they send messages to this shared mailbox.
Remember to mark as helpful if you find my contribution useful or as an answer if it does answer your question.That will encourage me - and others - to take time out to help you

Who has deleted emails from shared mailbox ?

Hi Guys,
We have a shared mailbox and is accessed by more than 5 users.
Some one did something and the emails got deleted. I see them in recoverable deleted items folder.
Can anybody let me know how to find out who has deleted them ?
FYI - we do not have auditing enabled on this mailbox prior to deletion.
But using the MFCMAPI, I was able to figure out the last modification time (which is same for all the emails in this folder)
So, I think, if we can find who accessed this mailbox during that particular time, I will be near to solution.
Can you guys let me know how to check who accessed the shared mailbox at a particular time ?
Thank you in advance.

Hello,
If you did not enable the mailbox auditing logging for the mailbox, I am afraid there is no event to record the operations.
Mailbox audit logging
https://technet.microsoft.com/en-us/library/ff459237(v=exchg.150).aspx
Thanks,
Please remember to mark the replies as answers if they help and unmark them if they provide no help. If you have feedback for TechNet Subscriber Support, contact
[email protected]
Simon Wu
TechNet Community Support

One shared mailbox with multiple distribution groups connected and the sent items folder - how to configure?

Hi!
I have been struggling for a while now with the following issue.
For starters:
We are using exchange 2010 in combination with outlook 2013 on client computers.
Cause of the limitations concerning the number of mailboxes in outlook im looking for a solution to receive and reply
to multiple aliasses. So i did the following:
1. Configured one shared mailbox.
2. Configured multiple distribution groups
3. made the shared mailbox a member of the distribution groups
4. Configured full access and send as permissions for myself on the shared mailbox ( testing )
5. Gave send as permissions to the shared mailbox in Active directory.
6. Logged in to OWA to setup rules for the shared mailbox.
I now receive emails from all connected distribution groups in the shared mailbox and also in the right folder.
I do however have to select the proper from address when i reply to an email.
the email sent by the main SMTP of the shared mailbox is placed into the sent folder of the shared mailbox.
I setup the senddelagate blabla in register.....
When i sent an email as one of the connected distribution groups it fails to put the sent item in the sent items folder of the shared mailbox. The email is sent using the proper address but placed in the sent folder of my main account.
I want this emails to end up in the sent items folder of the shared mailbox. Or even better, in a sent items folder for each of the addresses.
Any suggestions ?
Thanks in advance!

Hi,
As what
Rajkumar says, sending as a shared mailbox(full access permission) will put the email in the sent item of shared mailbox. But it cannot be located in the “sent item” of a distribution group. Because
it is a distribution group instead of a enabled user mailbox.
According to your further description, I understand that the reason why you configure that is some users reached the
limitation about the number of Exchange accounts you can include in the same Outlook profile. Is it rights? If I misunderstand, please point it out.
By default, user can only add 10 Exchange accounts to the same profile. You can customize the limit to the number Exchange accounts in the same profile using the following registry data:
Key: HKEY_CURRENT_USER\software\policies\Microsoft\exchange
DWORD: MaxNumExchange
Value: integer value starting at 1 (default = 10 if DWORD is missing)
http://blogs.technet.com/b/outlooking/archive/2012/12/24/clarification-on-outlook-2010-and-additional-exchange-account-supportability.aspx
Hope it helps.
Thanks,
Winnie Liang
TechNet Community Support

Exchange 2013 - Out of office unavailable when shared mailboxes added in

Good Morning all,
I have a strange issue with our MS Exchange 2013 environment concerning out of office.
When certain users try and access the OOO it gives them the below error message:
"Out
Of Office cannot be display because the server is currently unavailable"
As I mentioned, this is not affecting all users, here comes the strange part(I think so anyway)
The users in question have a shared mailbox added, if I remove the mailbox VIA ECP / Outlook client, out of office begins to work, once I add the mailbox back in, everything works, until the next day or some sort of refresh takes place and then OOO becomes
unavailable again.
Any help would be greatly appreciated.
Thanks,
San.

Did you recently installed windows update?
If yes, then check this, see if it applies by uninstalling the update.
http://windowsitpro.com/blog/update-causes-outlook-2013-fail-open-archive-mailboxes
Cheers,
Gulab Prasad
Technology Consultant
Blog:
http://www.exchangeranger.com    Twitter:
  LinkedIn:
   Check out CodeTwo’s tools for Exchange admins
Note: Posts are provided “AS IS” without warranty of any kind, either expressed or implied, including but not limited to the implied warranties of merchantability and/or fitness for a particular purpose.

Unable to change members of AD security groups who have access to shared mailboxes

I have an exchange 2013 running for over a year now and never had any problems with it. Until recently.
A request came in to make a new shared mailbox. So I did just that and gave rights to a security (not mail enabled) AD group. Just like I Always do. Everything worked fine. A few hours later I did exactly the same for another request and then the people
could not access the shared mailbox. So I added my regular user to the AD group and I also couldn't (I tested it with OWA and Outlook). I tried to remove myself of one of my own shared mailboxes and the permissions wouldn't stick. When I removed the entire
group then the permissions were gone(and I could not access the shared mailbox). When I added it back I had my permissions back but still wasn't in the group. Then I tried adding a distribution group with the same result.
It seems when I add normal users directly to the permissions everything works.
When I had to restart the server a few days later. All changes were applied but I could not change it again.
i'm a bit stumped on this one. i'm out of options.

Hi Jelle,
"I did exactly the same for another request and then the people could not access the shared mailbox.", I would like to verify if you give the same Security Group rights to multiple shared mailboxes.
If the security group members can't have access to all the shared mailboxes they have rights, you can recreate a security group and grant permissions to shared mailboxes one by one to check the result.
Hope this can be helpful to you.
Best regards,
Amy Wang
TechNet Community Support

Shared Mailbox Visibility?

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