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Block reminders/tasks from a shared mailbox in Office 365

Posted on 2014-03-12
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Last Modified: 2014-03-12
Hi,

I have tried searching for a solution to this but not come across anything so far.

Basically we have an Office 365 setup (Exchange PLan1) for a number of mailboxes.  All working fine but with 1 anomaly that is causing major annoyance.

We have a few shared mailboxes that are accessed by a number of users.  For some of these users, they only really need an overview of the mailbox but in given them full access in the Office365 control panel, not only do they get access, they also get bombarded with all of the reminders and task items that get merged in with their own.

Is there any way to suppress the reminders etc coming from a shared mailbox?

TO clarify, lets say we have a mailbox that is admin@example.com.  In the control panel we have added Full Mailbox Access permissions for supervisor1@example.com  This brings the mailbox into the supervisors Outlook 2010 client as we used to have when using our old on-premises Exchange 2003 server, however in the past the supervisor did not get the admin@ mailboxes reminders etc.

Is there a way we can remove these reminders, or is there a better way of achieving mailbox access without the reminders?

Many Thanks,

Steve
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Question by:stevencUK
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Expert Comment

by:Vasil Michev (MVP)
ID: 39923612
This will happen only if you have added the shared mailbox as separate account, not as additional mailbox. Remove the shared mailbox account and restart Outlook, Full Access permissions from EAC are given with automapping set to true, so the shared mailbox will automatically appear in Outlook.
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Author Comment

by:stevencUK
ID: 39924017
Hi,

Only the single supervisors account appears in Outlook config.  We have never added additional accounts in the outlook accounts config.

The auto mapping appears to be working, in so much as we have added the full access permissions to the relevant account in Office365 and they then appear in outlook of the supervisor user as expected.

Unfortunately this brings with it the problem I have described.

Thanks,

Steve
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Accepted Solution

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Vasil Michev (MVP) earned 250 total points
ID: 39924420
The only way I can reproduce the issue you described is by adding the shared mailbox as additional account. Adding it via automapping or as additional mailbox does not show any reminders from the shared mailbox.

If the shared mailboxes are not added as additional accounts, I suggest checking for any addons that might be causing this. Running Outlook in safe mode (either by typing "Outlook /safe" in the search box or holding CTRL while clicking the icon) should cover this.
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Author Closing Comment

by:stevencUK
ID: 39924825
OK, usual adage of always check yourself how things have been setup.  My colleague had told me they had set up by applying permissions.  Now I have checked I find they actually just added the accounts to each user!

Many thanks for your pointers.

Steve
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