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Changes to shared/entity mailbox access in M365

Shared mailboxes in Microsoft 365 must first be connected to an employee M365 account. There is no direct access to shared mailboxes. To ensure uninterrupted access to shared mailboxes during the migration to CUNY Microsoft 365 (M365), ITS must move all employee email accounts that need access to a shared mailbox to M365.

If you currently use a shared mailbox, coordinate with your area head to complete the shared mailbox migration form; documenting who needs access to this mailbox and their level of access.

What are the levels of access to a shared mailbox?

There are two main access levels for shared mailboxes (you will need to choose one of these for each staff member using the mailbox):  

  • Send on Behalf: Access to all messages in the mailbox and the ability to send email on behalf of the entity. Recipients will see messages as sent from “Employee Name on behalf of Entity.”
  • Send As: Access to all messages in the mailbox and the ability to send email as the entity. Recipients will see messages as sent from “Entity Name.” 

ITS will assign Send on Behalf access to users by default, unless otherwise requested.

How do I view my shared mailboxes in Outlook (after migrating to M365)?

You can open and use your shared mailboxes on both Outlook desktop and from Outlook on the web. Review the shared mailbox configuration instructions.

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