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Shared Mailboxes in Exchange 2010

Posted on 2013-01-11
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Last Modified: 2016-02-03
I have setup a company last year with Exchange 2010 running on WS2008 - initially we had setup their emails and assigned mailboxes to their usernames using AD. In the past 2 months, they have expressed the need for several staff members to have access to a shared email address. As every user is setup in AD with a unique password (that they don't share with other staff members) to achieve the shared mailbox idea - I created additional mailboxes in Exchange (not assigned to any users in AD) and then just configured their individual outlook clients with the additional exchange accounts that I created. This worked ok for a while but lately the users seem to be prompted for changing/updating their passwords (this is in the form of Exchange Dialogue Window)  for these specific shared exchange accounts and it is causing some grief. There are no issues for all of the users that have mailboxes assigned to their AD user profile. I'm not 100% sure if what I have done is best practice and I also can't seem to pin down why these password changes are being prompted. Any suggestions would be grate
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Question by:PowersMackay
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Rajkumar-MCITP earned 2000 total points
ID: 38766338
If you create a shared mailbox, by default the mailbox will be created with the disabled AD account and there is no need setting password for share mailbox.

If any of the user want to access the shared mailbox, they have to be assigned full access permission over those shared mailbox and the users having full access permission can add the shared mailbox as additional mailbox in their outlook.

Appears like you created user mailbox earlier, and the password expired appeared for them

Change all those mailbox as shared using

Set-Mailbox -Identity "Mailbox Name" -Shared
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by:PowersMackay
ID: 38785040
Ok - not exactly sure what you are talking about so i'll try to explain how I do it.
Log into EMC - Create new Mailbox - Create new user (as i don't want it assigned to an AD user) From here I create the mailbox name and assign the email address that i want. EG. shared-email@company.com.au (shared-email  becomes the user principal login name)
I give it our default password and complete the process and then it is created.

I only have 2 sets of shared mailboxes being shared between 5 users - it appeared to be ok for a while (several months) but I'm pretty sure the issue is, the users are logging into Outlook and they are being prompted by a Outlook Dialogue window to update/change their mailbox password. Of course - the user that gets this message first - goes to update their password which in turn affects the other users of the shared mailbox.

I don't have the control on these shared mailboxes like i do with the users of mailboxes assigned to their AD User profile - so I can't tick 'password never expires'
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Author Comment

by:PowersMackay
ID: 38785120
I have been doing a little research and it seems to me that to achieve the same thing, I can create the shared mailboxes that I want and 'Manage Full accession Permission' and assign the appropriate user those permissions.

It seems that this might be what I am trying to do and would I be right in assuming that it should never ask the password for that shared mailbox?
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Expert Comment

by:Rajkumar-MCITP
ID: 38785705
Shared Mailbox will have disabled AD accounts, and it appears like you are creating a normal user mailbox.

http://letsexchange.blogspot.in/2009/06/exchange-shared-mailboxes.html

Please follow the steps below to create a shared mailbox and rest will be fine, it wont prompt you to reset password again

Note: and the shared mailbox can be only accessed via users with full access permission, which mean you cannot configure shared mailbox outlook directly as like normal user mailbox
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Expert Comment

by:josef poropat
ID: 41446649
Hi..

How about to access the mailbox from users out side of AD and by OWA
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