Often when a User has their employment terminated with a Client, the Client wants to keep the User’s Office 365 mailbox intact and accessible, for historical reasons.
The best way to achieve this is to convert the User’s mailbox into a Shared Mailbox.

Steps carried out by XSTRA staff are:
  1. Convert the Office 365 mailbox of the User into a Shared Mailbox
  2. Removed the Office 365 license from the User’s account
  3. Delete the Users account in Azure Active Directory

This new Shared Mailbox incurs no licensing costs per month as no license is associated with a User as the original User is removed from Azure Active Directory.

If a User wants to access a Shared Mailbox, the User may decide to add the Shared Mailboxes to their Outlook profile. This is ok for maybe 1 or 2 Shared Mailboxes but anymore than this and Outlook will start to slow down.

Shared Mailboxes can slow down Outlook to the point that it becomes frustrating for Users.

The best approach to this issue is to:
  1. Create a new User called “sharedmailboxes@{domain_name}”
  2. Add a Microsoft 365 Business Basic license to this new user (The Business Basic license allows access to Outlook Web version only)
  3. Add FULL permissions for all Shared Mailboxes to this new User account
  4. Optional: Add the Shared Mailbox to the FOLDERS section of the Outlook Web Version for the new User account
  5. We have now successfully reduced the drag on a Users standard Outlook mailbox by moving access to Shared Folders to a new dedicated User account

Users can then access this new User account in their web browser when they need to look through email stored in a Shared Mailbox.

This is the best way to handle Shared Mailboxes.

Revision: 21
Last modified: Aug 26, 2022


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