How to Create and Manage a Shared Mailbox in Microsoft 365 Using PowerShell

Introduction

A shared mailbox allows multiple users to send and receive emails from a common address, making collaboration easier for teams. This guide walks you through creating a shared mailbox, assigning permissions, and verifying settings using PowerShell.

Using PowerShell provides faster and more efficient management, especially when handling multiple mailboxes.

🔹 Step 1: Connect to Microsoft 365 PowerShell

Before creating the shared mailbox, connect to Exchange Online.

Run the following command:

powershellCopyEditConnect-ExchangeOnline -UserPrincipalName [email protected]

📌 Replace [email protected] with your admin account email.

🔹 Step 2: Create the Shared Mailbox

Use this PowerShell command to create a shared mailbox:

powershellCopyEditNew-Mailbox -Shared -Name "TeamMailbox" -DisplayName "Team Shared Mailbox" -PrimarySmtpAddress "[email protected]"

📌 Replace "TeamMailbox" and "[email protected]" with your preferred mailbox name and email address.

🔹 Step 3: Assign Permissions

Once the mailbox is created, grant access to specific users.

Grant Full Access (Allows users to manage the mailbox)

powershellCopyEditAdd-MailboxPermission -Identity "[email protected]" -User "[email protected]" -AccessRights FullAccess -InheritanceType All

Grant Send As Permission (Allows users to send emails from the shared mailbox)

powershellCopyEditAdd-RecipientPermission -Identity "[email protected]" -Trustee "[email protected]" -AccessRights SendAs -Confirm:$false

📌 Replace "[email protected]" with the email of the user who needs access.

🔹 Step 4: Verify the Shared Mailbox and Permissions

Once configured, verify that the mailbox exists and has the correct settings.

Check Mailbox Details

powershellCopyEditGet-Mailbox -Identity "[email protected]" | Format-List DisplayName,PrimarySmtpAddress,RecipientTypeDetails

List Users with Full Access

powershellCopyEditGet-MailboxPermission -Identity "[email protected]" | Where-Object { $_.AccessRights -eq "FullAccess" -and $_.User -notlike "NT AUTHORITY\SELF" } | Select-Object User,AccessRights

List Users with Send As Permission

powershellCopyEditGet-RecipientPermission -Identity "[email protected]" | Where-Object { $_.AccessRights -eq "SendAs" } | Select-Object Trustee,AccessRights

🔹 Step 5: Confirm the Shared Mailbox in Microsoft 365

You can also check the mailbox in Microsoft 365 Admin Center:

1️⃣ Sign in to Microsoft Admin Center.
2️⃣ Go to Exchange Admin Center → Recipients → Shared.
3️⃣ Locate the mailbox and confirm the settings.

🚀 Conclusion

By following these steps, you can create, manage, and verify a shared mailbox using PowerShell.

✔ No license required
✔ Centralized team email management
✔ Easier collaboration

💬 How do you manage shared mailboxes in your organization? Share your best practices in the comments below! ⬇️

Jet Mariano