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Microsoft Outlook

Shared Mailboxes

Shared mailboxes are mailboxes that are not tied to a specific user. They are used to separate the personal e-mail accounts of individual employees from e-mails intended for entire teams, functions or roles. All relevant users can then access the mailbox, e. g. team members, the person currently representing the function (plus perhaps the assistant).

What is a Shared Mailbox?

This is a special type of mailbox in Microsoft 365 that can be used as

a. Team mailbox - a separate mailbox for a group of people (e.g., workplace, project team) who need to communicate on behalf of this group and have team mail different from their personal e-mails and available to all team members. It has its address, e.g., advice@faculty.muni.cz, secretariat@faculty.muni.cz.
b. Mailbox for job position/function - a different box for separating personal from job position communication (e.g., rector@muni, dean@faculty).

How Does a Shared Mailbox Work?

  • It does not have its identity (login name/password), the user can access it using his/her login (učo@muni.cz, password) based on the set permissions.
  • It has its e-mail address (e.g., secretariat@faculty.muni.cz).
  • All mailbox members can view or connect the mailbox to their mail client - everyone sees all received and sent messages.
  • Members can send e-mails from the mailbox with their address or mailbox address.

Creating and Managing a Shared Mailbox

  • Contact your workplace IT support to create or modify a shared mailbox.

The Usage of Shared Mailbox

Connected Services

E-mail Accounts and Mail Microsoft Outlook

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