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Shared Mailbox Setup Problems - Exchange 2010/SBS 2011

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  • Shared Mailbox Setup Problems - Exchange 2010/SBS 2011

    Hi

    We recently installed new hardware and software - Windows 8 clients running Office 2013 and SBS 2011 Premium (Windows Server 2008, Exchange 2010).

    As part of the changeover, we took the opportunity to change the way that our departmental email addresses work.

    Previously (on SBS 2003, Exchange 2003) departmental addresses (e.g. [email protected], [email protected] etc), were set up as distribution groups.

    This worked "ok", but was very inefficient in terms of duplication of effort, with team members all receiving copies of incoming emails, then having to check whether anybody had actioned an item etc.

    Therefore, following advice from another forum, we set up the departmental addresses on the new server as Shared Mailboxes.

    However, we have had lots of problems with this so far (especially users unable to send from the Shared mailboxes) and I am looking for some guidance as to the RIGHT way to do this !

    The business need:-

    - Every member of staff will have their own, personal mailbox

    - They will also need access to one (occasionally more) departmental mailbox

    - Most of their workflow will be through the DEPARTMENTAL mailbox (sending and receiving), so by default this needs to be the account that is used for sending

    - They should only need their personal mailbox for items that relate to them as an individual (e.g. an email from HR)


    On the client side, if I add the departmental mailbox as an extra Account (and set it as the default), then the users are not able to send messages (they just sit in the Outbox).

    If I do NOT add it as an Account, then Outlook "automatically" adds the departmental mailbox, then it 'appears automatically' alongside the user's personal mailbox - and the users CAN send from it.

    HOWEVER, the default is then their personal account - and most users will NOT remember to change the 'From' for each and every email....

    Help !

    (Note that this query, in a slightly different form, was originally posted on Experts Exchange

    see wwwdot experts-exchangedotcom/Software/Server_Software/Email_Servers/Exchange/Q_28272312.html

    [Not allowed to hyperlink yet !]

    but without any significant joy).

    I am hoping for better luck here !

    As always, any help or guidance gratefully received.

    Kind regards

    Horatio

  • #2
    Re: Shared Mailbox Setup Problems - Exchange 2010/SBS 2011

    Hello,
    You need to ensure that the users who have access to the account have both Full Mailbox AND Send As permissions. They also should not be Domain Admins.

    That should be all that you require. Remember that Exchange caches permissions, so it can take a couple of hours before the change is fully effective.

    Simon.
    --
    Simon Butler
    Exchange MVP

    Blog: http://blog.sembee.co.uk/
    More Exchange Content: http://exchange.sembee.info/
    Exchange Resources List: http://exbpa.com/
    In the UK? Hire me: http://www.sembee.co.uk/

    Sembee is a registered trademark, used here with permission.

    Comment


    • #3
      Re: Shared Mailbox Setup Problems - Exchange 2010/SBS 2011

      Hi Sembee

      Many thanks for your reply.

      I can confirm that the users have both 'Send As' and 'Full Mailbox' permissions for the relevant Shared Mailboxes.

      Ironically, given your post, the ONLY people that ARE able to successfully send emails from the Shared Mailbox (when added as an additional mailbox) are - Domain Admins !

      (I would therefore be interested as to why you stipulated that they should not be ?)

      I full accept that I am a newbie with respect to Shared Mailboxes, but the fact that they work fine via OWA suggests that the "Exchange side" may be set up correctly and that the issue is with Outlook 2013/Windows 8 ?

      As such, any further guidance to help me troubleshoot this issue would be gratefully received.

      Kind regards

      Horatio

      Comment


      • #4
        Re: Shared Mailbox Setup Problems - Exchange 2010/SBS 2011

        Unless the permissions have been hacked around with, Domain Admins should have the permissions removed automatically by Exchange/the Domain.
        The permission model Exchange enforces is separate accounts for day to day use and for administration.

        When you configure the account as an additional ACCOUNT, do you allow Autodiscover to do it? There should be no difference, I do it myself all the time.

        Simon.
        --
        Simon Butler
        Exchange MVP

        Blog: http://blog.sembee.co.uk/
        More Exchange Content: http://exchange.sembee.info/
        Exchange Resources List: http://exbpa.com/
        In the UK? Hire me: http://www.sembee.co.uk/

        Sembee is a registered trademark, used here with permission.

        Comment

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