Page 47 - JoFA_Jan_Apr23

addresses within the Office 365 ecosystem. When
you create a new user, it will automatically create a
primary email address for the user, but more details
can be found in the Exchange admin center. When
the admin center loads up, it will default to the
Manage mailboxes screen. If it does not, then go
to Recipients  Mailboxes to get to the Manage
mailboxes screen (see the screenshot at the bottom
right of page 43).
When you are in the Manage mailboxes
screen, you will see the mailboxes for each email
address. Click Add a shared mailbox to start the
process (see the screenshot at the top left of the
previous page).
With the form loaded, enter a Display Name,
which is what the recipient will see as the From, an
email address for the shared mailbox, and the do-
main. I am going to use jobs for this example. Once
you have filled out this form, click Create (see the
screenshot at the middle left of the previous page).
We want to add both Full Access rights and
Send as rights for a user. To get to this screen, click
on Mailbox  Delegation  Edit or Full Access
(see the screenshots at the bottom left of the previ-
ous page and at the top right of this page).
From this menu, you can add people to this
shared mailbox. Click Add members and check the
names of the users you want to have access to this
account. Then click Save and click Confirm (see the
screenshot at the bottom right of the previous page).
Repeat these steps using the Edit in the Send as
to add permission for a user to send email on behalf
of the shared mailbox.
You can access the mailbox in a couple of ways.
The first is using Outlook online. In your online
mailbox, click your profile in the top right and
select Open another mailbox (see the screenshot
at middle right).
Enter the email address of the mailbox and click
Open (see the screenshot at bottom right).
If you are using the Outlook application, the
mailbox will appear automatically in the software
after a short time.
Here are a few use cases for aliases and shared Shared Mailbox:
mailboxes. ■ A mailbox to receive notifications from
Aliases: systems such as electronic fax, portal uploads,
■ I have what I call a sandbox email that I will use or digitally signed documents.
when evaluating software. The sandbox email ■ A location to receive email based on a task
is a user account, while my regular email is the such as recruiting or sales.
administrator account. ■ Additionally, if you have automation tools
■ I have a newsletter email account so I can route using rules in Outlook or Power Automate,
all newsletters I want to receive but organize it you control the flow of email more.
away from my normal correspondence. — By Wesley Hartman ■

journalofaccountancy.com January 2023 | 45