Managing Access to Office 365 Shared Mailbox

Knowledgebase How-To Articles
As the administrator of an Office 365 shared mailbox, you have the ability to alter the permissions of other access users.

Managing Access to Office 365 Shared Mailbox is very important to controlling access and integrity. As the administrator of an Office 365 shared mailbox, you have the ability to allow other individuals to receive and respond to email messages and meeting requests sent to that mailbox. You determine the level of access these individuals have. You can grant them permission to read items in the mailbox or to read, create, change, and delete items.
NOTE: The instructions below refer to a Windows 10 installation of Outlook.

Granting Access to a Shared Mailbox

  1. Open Outlook.
  2. In the Navigation Pane, locate the shared mailbox and right-click on the root mailbox name.
  3. Select Data File Properties, Permissions tab, and select Add. Enter the name of the person whom you want to have access and then select their name in the search results list.
  4. Select Add, and then select OK. In the Permissions tab, select the individual you have just added. Use the Permissions Level: drop down to select the level of access they should have. Select OK.
  • Note: You must select the root level of the mailbox, not a sub-folder such as Inbox.

Granting Access to Shared Mailbox Folders

  1. Open Outlook.
  2. In the Navigation Pane, locate the shared mailbox and expand it using the arrow to the left of its name.
  3. Right-click on Inbox and select Properties.
  4. Select the Permissions tab.
  5. Select Add.
  6. Enter the name of the person whom you want to have access and then select their name in the search results list.
  7. Select Add, and then select OK.
  8. In the Permissions tab, select the individual you have just added.
  9. Use the Permissions Level: drop down to select the level of access they should have.
  10. Select OK.
  11. Repeat steps 3 – 10 on any other mail folder the individual may need access to. We recommend granting access to Drafts and Sent Items at a minimum.

Modifying Access to a Shared Mailbox Folder

  1. Open Outlook.
  2. In the Navigation Pane, locate the shared mailbox and expand it using the arrow to the left of its name.
  3. Right-click on Inbox and select Properties.
  4. Select the Permissions tab.
  5. Select the individual you wish to modify.
  6. Use the Permissions Level: drop down to select the level of access they should have.
  7. Select OK.
  8. Repeat steps 3 – 7 on any other mail folder the individual may have access to.

Removing Access to a Shared Mailbox

  1. Open Outlook.
  2. In the Navigation Pane, locate the shared mailbox and right-click on the root mailbox name.
  3. Choose Data File Properties, Permissions tab, then select the individual you wish to remove. Select Remove. Select OK.
  4. In the Navigation Pane, locate the shared mailbox and expand it using the arrow to the left of its name. Right-click on Inbox and select Properties.
  5. Select the Permissions tab and select the individual you wish to remove. Now you will click Remove and then click OK.
  6. Repeat steps 9 – 13 on any other mail folder that the individual may have access to.
  • Note: You must select the root level of the mailbox, not a sub-folder such as Inbox.

If you have issues with fix the permissions on shared mailboxes feel free to contact our Computer Helpdesk Support Service team.

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