It was 5GB, then 10GB at one time you couldn’t send from it. The specifications for what a shared mailbox can do have varied over the years. With a shared mailbox, you can keep that information safe in your online Exchange server. PST’s are unstable, limited, and likely to get lost. Instead of keeping PSTs around: Yikes! Do people still do this? Yes, they do.With the shared mailbox, everyone can see whether the original email has been replied to, and they can view the reply in the Sent items folder, too. Previously, you created a distribution group but there was no way to know if someone had already answered that email or not. Instead of forwarding: Your website has a contact address in it.We use this for transitional purposes so the new person in that role or manager can move the contacts, calendar, and other information in that mailbox. The shared mailbox provides a better solution than just forwarding because it provides access to the entire mailbox. Instead of keeping a former employee’s account active: An employee leaves and you want to give someone else access to that mailbox and have it continue to receive email during the transition.
might be an example of this kind of thing. Instead of an alias: You want your clients to send email to a generic email address and have a small group of people be able to see and respond to those emails as that address.Cases where you might want to use a shared mailbox Almost every business has a need for this functionality. Instead, it is a mailbox that an individual or group needs to monitor and be able to reply. So it’s time to know about shared mailboxes.Ī shared mailbox is a fully functional mailbox, but it is not anyone’s primary mailbox. Further, Microsoft has more than once threatened to get rid of public folders and is currently making statements that look a lot like they are going to remove distribution groups. A public folder is a specific group folder that can receive email, but the members have to remember to visit that folder, and it’s annoyingly low in the folder list within Outlook, making it easy to overlook. If it’s an incoming sales inquiry, you might want it to go to any available sales staff. Mail forwarding is more of a one-to-one scenario where an email addressed to one person gets delivered to another - which is fine, but only that person is aware of the incoming email. This is a real problem that can cause mail to be ignored or multiple replies to occur. An email-enabled distribution list is a group of people who will all receive the same incoming email, but none of the members of that group will know if the others have responded. Prior to Microsoft including shared mailboxes in Outlook and later Office 365, admins would instead use distribution lists, mail forwarding, or even public folders to allow multiple people to see an email. Nearly every business has use cases for a shared mailbox.
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