A shared mailbox is backed up like a Microsoft user account. This means that in the configuration window you must select Mail in the advanced Exchange backup settings, and then add the shared mailbox either by selecting it from the user list or by selecting an AD group which includes it.
A shared mailbox is just that, a mailbox that can be shared with one or more users. Shared mailboxes do not require a license and have all of the features of a normal mailbox; they have an inbox, a calendar, a contact list etc. Shared mailboxes appear as separate mailboxes in Outlook and Outlook on the web.
If you want anyone who receives the sharing link to be able to access the content, select Anyone with the link option in Link settings. The recipients won’t need to have a Microsoft 365, OneDrive, or SharePoint account and can access the content without having to enter a passcode or sign in.
Choose Share from the pop-up menu. Enter the name of the person you want to share with. Un-tick the ‘require sign-in’ checkbox. Click Share.
Go to Content Search again, click Refresh and select your created search. In the Mailbox PST Backup window, click More>Export results. In the Export Results window, select the desired options and click Export. The export process is started.
Microsoft’s documentation states the following about when licenses are required for a Shared Mailbox: if you want to enable… a Litigation Hold on a shared mailbox, you must assign an Exchange Online Plan 1 with Exchange Online Archiving or Exchange Online Plan 2 license to the mailbox.
Shared mailboxes are used when multiple people need access to the same mailbox, such as a company information or support email address, reception desk, or other function that might be shared by multiple people.
When you convert a user’s mailbox to a shared mailbox, all of the existing email and calendar is retained. Only now it’s in a shared mailbox where several people will be able to access it instead of one person. At a later date, you can convert a shared mailbox back to a user (private) mailbox.
Advantages of using a shared mailbox
- Easy organising and controlling your mails.
- Provides clearly defined email addresses for business use.
- Improves productivity.
- Allows members who have recently joined the list to catch up with previous emails.
- Provides your business with a single easy point of contact for all customers.
Can anyone see my files on OneDrive?
By default, only YOU can see OneDrive files
It is like your local drive, my documents or desktop. So, nothing to worry about confidentiality and security. If you share a OneDrive file with someone, then obviously those people have access.
Navigate to Microsoft 365 at IU , log in, and click OneDrive. Look under Shared Libraries on the left to see if the Shared Library appears. If it does, you can click on it, and then click the star in the top right to follow it. If it does not appear, click More libraries, and then Go to SharePoint Home.
Can multiple users use the same OneDrive account?
Yes you can do this. First, in your OneDrive you need to create the folder, then share it with edit permission. Then any files that are put into that folder are available to everyone who you have sent the link. The storage in that folder counts against your quota but not against your customers’ quotas.