Steps for creating a shared mailbox
This section provides instructions on how to create a shared mailbox along with a new disabled user account that will be associated with the mailbox. To create a shared mailbox associated with an existing disabled user account, use the Exchange Tasks command on that account. For details, see Steps for performing Exchange tasks on a user account.
To create a new shared mailbox
- In the console tree, locate and select the folder in which you want to add the user account.
- Right-click the folder, point to New and then click Shared Mailbox.
- Follow the wizard pages to specify properties of the new user account, such as the user first name, last name, full name, display name, logon name, pre-Windows 2000 logon name, and password.
- When prompted for the user alias and mailbox location, accept or change the default alias setting, and select the mailbox database to hold the mailbox data. Optionally, specify a retention policy, Exchange ActiveSync mailbox policy, or address book policy for this mailbox.
- When prompted to specify the users who will have full access to the shared mailbox, click the Add button and then select the users you want.
This setting is optional. After the mailbox has been created, you can add or remove mailbox users on the Mailbox Sharing tab in the Properties dialog box for the user account associated with the mailbox.
- Click Finish on the completion page of the wizard.
Performing Exchange tasks
The Active Roles console provides the Exchange Task Wizard to perform the following tasks on existing users, groups, and contacts:
- Create and disable user mailboxes.
- Enable a user for Unified Messaging (UM), disable UM for a user, reset a user’s UM PIN.
- Create and disable special-purpose mailboxes.
- Enable and disable archiving for user mailboxes.
- Establish external e-mail addresses for users, contacts, and groups.
- Delete external e-mail addresses for users, contacts, and groups.
- Move mailboxes to a different mailbox store or mailbox database.
- Remove all Exchange settings (advanced, disaster-recovery task).
The following sections briefly describe the Exchange tasks available on user accounts, groups, and contacts.
Exchange tasks on user accounts
To perform Exchange tasks on user accounts, select one or more accounts, right-click the selection, click Exchange Tasks, and then follow the instructions in the wizard. Depending on the selected accounts, the following tasks are available.
If the user account is mailbox-enabled (the user account has an Exchange mailbox associated with it):
- Disable Mailbox Disconnects the mailbox and marks the mailbox for deletion.
- Move Mailbox Moves the mailboxes to a different server. In case of Exchange 2013 or later, creates and starts a mailbox move request.
- Enable Unified MessagingEnables the user account for Unified Messaging. For details, see Managing Unified Messaging users later in this document.
- Enable Archive Creates an archive mailbox for the user mailbox (requires Exchange 2013 or later).
- Disable Archive Disconnects the archive mailbox from the user mailbox (requires Exchange 2013 or later).
If the user account is mail-enabled (the user account has an associated e-mail address but does not have an associated Exchange mailbox):
- Delete E-Mail Addresses Deletes the e-mail addresses from the user account.
If the user account is neither mailbox-enabled nor mail-enabled:
- Create User Mailbox Creates a user mailbox for the selected user.
- Create Room Mailbox Creates a mailbox for room scheduling. The user account associated with this mailbox type must be a disabled account.
- Create Equipment Mailbox Creates a mailbox for equipment scheduling. The user account associated with this mailbox type must be a disabled account.
- Create Linked Mailbox Creates a mailbox that is assigned to a certain user in a separate, trusted forest. The user account associated with this mailbox type must be a disabled account.
- Create Shared Mailbox Creates a mailbox that allows logon access for multiple users. The user account associated with this mailbox type must be a disabled account.
- Establish E-Mail Addresses Establishes an external e-mail address for the selected user.
Steps for performing Exchange tasks on a user account
To perform Exchange tasks on a user account
- Right-click the user account and click Exchange Tasks to start the Exchange Task wizard.
- On the Available Tasks page of the wizard, select the task you want to perform.
The following tasks are available, depending upon the selected account:
- The account is enabled, and does not have a mailbox or external e-mail address - Create User Mailbox, Establish E-mail Addresses
- The account is disabled, and does not have a mailbox or external e-mail address - Create User Mailbox, Create Room Mailbox, Create Equipment Mailbox, Create Linked Mailbox, Create Shared Mailbox, Establish E-mail Addresses
- The account has a mailbox - Move Mailbox, Disable Mailbox
- The account has an external e-mail address - Delete E-mail Addresses
- The account has a user mailbox without an archive - Enable Archive
- The account has a user mailbox with an archive - Disable Archive
- On the next page of the wizard, do one of the following, depending on the selected task:
- Mailbox Settings Specify the alias and mailbox database. You can select a retention policy, Exchange ActiveSync mailbox policy, or address book policy for the mailbox.
- Enable Archive Optionally, specify the mailbox database for the archive.
- Resource Information Configure the resource capacity and custom properties for the room or equipment mailbox.
- Master Account Select the master account for the linked mailbox.
- Mailbox Sharing Specify the users who you want to have access to the mailbox.
- Establish E-mail Addresses Specify the user alias and external e-mail address.
- Move Mailbox Select the database to which you want to move the mailbox. If the mailbox has an archive enabled, specify whether to move only the mailbox, only the archive, or both the mailbox and the archive.
- Disable Mailbox, Disable Archive, Delete E-mail Addresses, Confirm the operation.
- On the completion page of the wizard, review the results of the task. To view the progress report, click Back. To close the wizard, click Finish.
