Microsoft 365 Setup & Migration
Shared mailbox setup, on site
Several staff log into the same accounts or info mailbox with one password.
Several staff log into the same accounts or info mailbox with one password.
Sharing one password for a mailbox like accounts or info means you cannot tell who sent what, and every staff change means changing the password. Shared mailboxes in Microsoft 365 solve that. Each person accesses the mailbox through their own account, and access is added or removed in one place. It also stops one shared password being reused elsewhere. Shared mailboxes also keep the full history in one place.
What the technician does
- Convert or create shared mailboxes in Microsoft 365
- Give each staff member access through their own account
- Set send-as permissions and test from Outlook
Shared mailboxes do not need their own licence in most cases, which can save money on licences.
About shared mailbox setup
We create shared mailboxes or convert existing user mailboxes, assign access and send-as permissions to the right staff, and check that they appear automatically in Outlook. Old shared passwords are retired and direct sign-in to the shared mailbox is blocked. Sent items can be configured to save in the shared mailbox so everyone sees the replies. Calendars for shared resources can be set up at the same time.
What usually causes it
- One login shared between several staff
- Staff leaving who know the shared password
- No record of who replied to a customer
- Licence paid for an account that is not a real person
Before we arrive
- Login for your domain registrar or DNS host
- Admin access to your current email or Microsoft 365 tenant
- A list of staff, their roles and which shared folders they use
- Any shared mailboxes such as accounts or info addresses
What a visit looks like
When you book shared mailbox setup, you tell us what's going on and we reply with a time that suits you and a price. Nothing starts until you're happy with both.
On the day, the technician arrives, looks at the problem in person and confirms the plan with you before starting. If something turns out different from what was expected - a part is needed, or the cause is somewhere else - we stop and agree the change with you first.
When the work is done we test it with you, show you what was changed, and leave the area tidy. For business jobs we note what we did, so there is a record for whoever looks after your IT next.
Pricing
Each shared mailbox setup job is priced before work starts. The price depends on what's involved - the size of the site, the equipment, and whether parts are needed - so the quickest way to a number is to tell us about the job on the booking form.
There is no contract and no monthly fee. You book the job you need and pay for that job.
Shared mailbox setup: questions
Can a shared mailbox be used on several devices?
Yes. Each staff member sees it in their own Outlook or webmail, on any device where they are signed in with their own account. Access is removed in one place when someone leaves.
Where do sent emails go?
By default, sent items save in the sender's own mailbox. We can change that so replies are saved in the shared mailbox for the whole team to see.
Do you do shared mailbox setup on site?
Yes. We come to businesses and homes across Auckland and Hamilton and do the work where the equipment is.
How much does shared mailbox setup cost?
It depends on what's involved. Tell us about the job on the form and we'll confirm the price before any work starts.