You don’t need to assign licenses to shared mailboxes, except when they are over their storage quota of 50 gigabytes (GB). You must have Office 365 administrator permissions to create a shared mailbox. This article describes how an Office 365 administrator may create a shared mailbox.
Thanks for the help! According to the EULA, each user accessing the shared mailbox needs their own license. For a workaround (and breaking the EULA), you could create one licensed account which has access to the shared mailboxes, and allow all the external tax consultants to share this account.
Go to the Exchange Admin center > Recipients > shared > Click on Edit > mailbox features > choose a retention policy and then enable litigation hold. Go Office 365 Admin Center > Active Users > choose unlicensed > select the specific shared mailbox to give it a license.
To access a shared mailbox on a mobile device, open your browser, sign in to Microsoft 365, and then go to Outlook on the web. From Outlook on the web, you can access the shared mailbox.
In Exchange Online, you are limited to 1,000 public folder mailboxes, and the maximum total size of all public folder mailboxes is 50 TB.
Use the Exchange admin center to convert a mailbox
- Go to the Exchange admin center.
- Select Recipients > Mailboxes.
- Select the user mailbox. Under Convert to Shared Mailbox, select Convert.
- If the mailbox is smaller than 50 GB, you can remove the license from the user, and stop paying for it.
What happens to mailbox when Office 365 license is removed?
If you remove a user’s license, the user mailbox will no longer be able to sign in and use Exchange Online or Office 365. The user mailbox will remain in Exchange Online until it is deleted, permanently removed or purged by the Office 365 admin.
Shared Mailbox: A mailbox that’s not primarily associated with a single user and is generally configured to allow logon access for multiple users. User Mailbox: A mailbox that’s assigned to an individual user in your Exchange organization.
By default, Outlook desktop app allow up to 10 Exchange accounts to be configured in a single mail profile. If you for some reason need to add more than 10 Exchange accounts to your mail profile, you can extend this limit to via a Windows Registry tweak.
Use the EAC to edit shared mailbox delegation
- In the EAC, go to Recipients > Shared. Select the shared mailbox, and then select Edit .
- Select Mailbox delegation.
- To grant or remove Full Access and Send As permissions, select Add. or Remove. …
- Select Save to save your changes.
Sign in to your account in Outlook Web App. Right-click your primary mailbox in the left navigation pane, and then choose Add shared folder. (Your name is on your primary mailbox.) In the Add shared folder dialog box, type the name or email address of someone who has shared a mailbox with you, and then select Add.
It can take about 15 minutes for the shared mailbox to be available for all users. Edit > mailbox delegation. Remove users for your chosen permission, and then Save.
In the Folder Type list, click Inbox, Calendar, or Address Book. In the Search box, type the name of the person who granted you access, click the person’s name in the search results, and then click Open. The shared Mail folder appears in the Folder pane.
How do I view another mailbox in Office 365?
Open a shared mailbox
- Sign into your account on Outlook Web App (OWA).
- Click on the profile picture in the top right-hand corner and select Open another mailbox….
- When the Open another mailbox window appears enter the name or email address of the shared mailbox and click on Search contacts and directory.