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Apr 02, 2020 The Teams Meeting button in Outlook for Mac will appear in the Outlook for Mac ribbon if Outlook is running Production Build 16.24.414.0 and later.. The meeting coordinates (the Teams join link and dial-in numbers) will be added to the meeting invite after the user clicks Send. This would allow the user account to log in to the shared mailbox and send email. To prevent this, you need to block sign-in for the account that's associated with the shared mailbox. If you're not using the new Microsoft 365 admin. Open a shared folder or mailbox in Outlook for Mac. Add rules to a shared mailbox. Use a shared mailbox. The calendar has been added under the Shared Calendars heading. Recommended further reading: How do I share a mailbox or calendar in Outlook? (Windows) Microsoft Office support - Create, view, or delete a calendar group; Microsoft Office support - Open another person's Exchange Calendar.
Note
If your organization uses a hybrid Exchange environment, you should use the on-premises Exchange admin center (EAC) to create and manage shared mailboxes. See Create shared mailboxes in the Exchange admin center
If you're not sure if you should create a shared mailbox or an Office 365 Group for Outlook, see Compare groups for some guidance. Note that currently, it's not possible to migrate a shared mailbox to an Office 365 Group. If this is something you want, let us know by voting here.
If you're not sure if you should create a shared mailbox or an Office 365 Group for Outlook, see Compare groups for some guidance. Note that currently, it's not possible to migrate a shared mailbox to an Office 365 Group. If this is something you want, let us know by voting here.
It's easy to create shared mailboxes so a group of people can monitor and send email from a common email addresses, like [email protected]. When a person in the group replies to a message sent to the shared mailbox, the email appears to be from the shared mailbox, not from the individual user.
Shared mailboxes include a shared calendar. A lot of small businesses like to use the shared calendar as a place for everyone to enter their appointments. For example, if you have 3 people who do customer visits, all can use the shared calendar to enter the appointments. This is an easy way to keep everyone informed where people are.
Before creating a shared mailbox, be sure to read About shared mailboxes for more information.
Create a shared mailbox and add members
- Sign in with an Office 365 global admin account or Exchange admin account. If you get the message 'You don't have permission to access this page or perform this action,' then you aren't an admin.
- In the admin center, go to the Groups > Shared mailboxes page.
- In the admin center, go to the Groups > Shared mailboxes page.
- In the admin center, go to the Groups > Shared mailboxes page.
- On the Shared mailboxes page, select + Add a mailbox. Enter a name for the shared mailbox. Then the wizard chooses the email address, but you can edit it.
- Select Add. It may take a few minutes before you can add members.
- Under Next steps, select Add members to this mailbox. Members are the people who will be able to view the incoming mail to this shared mailbox, and the outgoing replies.
- Select the +Add members button. Put a check mark next to the people who you want to use this shared mailbox, and select Save.
- Select Close.
You have a shared mailbox and it includes a shared calendar. Now go on to the next step: block sign-in for the shared mailbox account.
Block sign-in for the shared mailbox account
Every shared mailbox has a corresponding user account. Notice how you weren't asked to provide a password when you created the shared mailbox? The account has a password, but it's system-generated (unknown). You aren't supposed to use the account to log in to the shared mailbox.
But what if an admin simply resets the password of the shared mailbox user account? Or what if an attacker gains access to the shared mailbox account credentials? This would allow the user account to log in to the shared mailbox and send email. To prevent this, you need to block sign-in for the account that's associated with the shared mailbox.
Note
If you're not using the new Microsoft 365 admin center, you can turn it on by selecting the Try the new admin center toggle located at the top of the Home page.
- In the admin center, go to the Users > Active users page.
- In the list of user accounts, find the account for the shared mailbox (for example, change the filter to Unlicensed users).
- Select the user to open their properties pane, and then select the Block this user icon .Note: If the account is already blocked, Sign in blocked will appear at the top and the icon will read Unblock this user.
- In the Block this user? pane, select Block the user from signing in, and then select Save changes.
- In the admin center, go to the Users > Active users page.
- In the list of user accounts, find the account for the shared mailbox (for example, change the view to Unlicensed users) and then select the account.
- In the properties flyout, select Block sign-in.Note: If the account was already blocked, the button would say Unblock sign-in.
- In the Edit sign-in status flyout, verify that Block the user from signing in is selected, select Save and then Close.
- In the admin center, go to the Users > Active users page.
- In the list of user accounts, find the account for the shared mailbox (for example, change the view to Unlicensed users) and then select the account.
- In the properties flyout, select Block sign-in.Note: If the account was already blocked, the button would say Unblock sign-in.
- In the Edit sign-in status flyout, verify that Block the user from signing in is selected, select Save and then Close.
For instructions on how to block sign-in for accounts using Azure AD PowerShell (including many accounts at the same time), see Block user accounts with Office 365 PowerShell.
Add the shared mailbox to Outlook
If you have automapping enabled in your business (by default, most people do), the shared mailbox will appear in your user's Outlook app automatically after they close and restart Outlook.
Automapping is set on the user's mailbox, not the shared mailbox. This means if you try to use a security group to manage who has access to the shared mailbox, automapping won't work. So, if you want automapping, you have to assign permissions explicitly. Automapping is on by default. To learn how to turn it off, see Remove automapping for a shared mailbox.
To learn more about shared mailboxes in Outlook, see:
Use a shared mailbox on a mobile device (phone or tablet)
You can access a shared mailbox on a mobile device in two ways:
- Add the shared mailbox in the Outlook for iOS app or the Outlook for Android mobile app.For instructions, see Add a shared mailbox to Outlook mobile.
- Open your browser, sign in to Office 365, and then go to Outlook on the web. From Outlook on the web you'll be able to access the shared mailbox.For instructions, see Add a shared mailbox to Outlook on the web.
Use the shared calendar
When you created the shared mailbox, you automatically created a shared calendar. We like the shared mailbox calendar rather than a SharePoint calendar for keeping track of appointments and where people are. A shared calendar is integrated with Outlook and it's much easier to use than a SharePoint calendar.
- In the Outlook app, go to calendar view, and select the shared mailbox.
- When you enter appointments, everyone who is a member of the shared mailbox will be able to see them.
- Any member of the shared mailbox can create, view, and manage appointments on the calendar, just like they would their personal appointments. Everyone who is a member of shared mailbox can see their changes to the shared calendar.
Related articles
More than 10 million people rely on Groups in Outlook every month to work together and get things done. Groups is proving useful to our customers. And for that, we couldn’t be more thankful. Groups in Outlook offers huge improvements over traditional distribution lists, with a shared space for group conversations, calendars, files and notebooks, the convenience of self-service membership and much more.
Today, we’re pleased to announce Groups is now rolling out to Outlook for Mac, iOS and Android. Groups is already available in Outlook for Windows and on the web—so now you can access your group conversations and content no matter which platform you use.
With these updates, you can:
- View your group list.
- Read and reply to group conversations.
- Add group events to your personal calendar.
- View unread messages sent to the group.
- View group details within the group card (Outlook for iOS and Android only).
There is more to come as we continue to work on making Groups better in response to your input, so stay tuned.
Recently released updates for Groups in Outlook
In addition to bringing groups to more Outlook apps, we’ve released several new features for Groups in Outlook on other platforms, too.
Give guest access—Last fall, we updated Outlook on the web to give you the ability to set up guest access for people outside your organization, set group classification as defined by Office 365 admins, and view usage guidelines. Now, these same capabilities are available in Outlook for Windows.
Invite people to join—One of our most requested improvements was an easier way to invite multiple people to join a group. We’ve released the Invite to join feature to Outlook on the web, which lets you create invitation links and share them with others via email or other channels, giving them a quick way to join the group.
Multi-delete conversations—Group owners can now multi-select conversations and delete them from the group conversations space in Outlook for Windows.
Send email as a group—Office 365 admins can grant send-as and send-on-behalf-of permissions to members of a group using the Exchange admin center. Group members who have these permissions can then send emails as the group, or on behalf of the group, from Outlook for Windows and Outlook on the web.
What’s next
We’re always listening to your feedback as we deliver new Groups capabilities to Outlook. Here are a few of your key requests we are going to tackle next:
- Add appointments to a group calendar in Outlook for Windows—When adding an event to a group calendar, you will have the option to do so without sending an invite to everyone in the group.
- Addition of Mail Contacts as guests—You will be able to easily add Mail Contacts in your company’s directory as a guest in a group.
Thanks for the feedback, and please keep it coming via our UserVoice site.
—The Outlook team
Frequently asked questions
Q. Now that Groups support is being added to Outlook for iOS and Android, what happens to the standalone Outlook Groups app?
A. Customers gave us feedback that they wanted Groups available directly in Outlook for iOS and Android. The Outlook Groups app will still be available while we continue to enhance Groups experiences in Outlook, such as adding support for group files, calendar and notebooks.
Q. Why am I not seeing Groups yet?
A. Groups is rolling out to Outlook for Mac, iOS and Android and will be available for eligible users in the coming weeks. Even if you are using the latest build of Outlook for Mac, iOS and Android, Groups will only be available to those who have joined or been added to a group. Once we add the ability to create and join groups on Mac, iOS and Android, every Office 365 user will see Groups in Outlook.
Q. Is Groups available to Outlook.com users?
Unsw Calendar
A. Groups is for commercial users of Office 365 and is not available for Outlook.com.
Q. Why am I not seeing all my groups in Outlook for Mac?
Calendar Spread
A. Outlook for Mac currently shows the top 10 most active groups in Outlook for Mac. We’re working on making all groups visible in a future update.
Microsoft Outlook Allow Shared Calendar Mac Desktop
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Q. What about Outlook for Windows 10 Mobile?
A. We’re working on the best way to integrate Groups in Outlook for Windows 10 Mobile. In the meantime, the Outlook Groups app for Windows 10 Mobile helps customers stay on top of all group activities, including conversations, files, calendar and notebook.
Q. Where can I find more about managing Groups in Outlook for my organization?
A. If you are responsible for managing and supporting Outlook for your company, take a look at our IT pro documentation and check out our recently released improvements for administering Groups.
Q. What is coming next for Groups?
Calendar Week 2019
A. Stay tuned to the Office 365 Roadmap to see what is on the way.