Exchange server shared mailbox best pratice

Hello

We have currently a mail-enabled public folder in which we receive "generic" e-mails sent to "info@ourcomany.com". A few persons of the staff are tasked with going through said public folder and process the inquiries. When they do so that apply categories, flags and the read status is updated globally. All in all it is working fine.

However one complaint I get is that they can not respond as "info". I.e. if they reply to a mail the recipient will see their e-mail, not info. Also they can not initiate a mail from info (they can only "post" to the public folder).

Hence my question: what you be our best practice approach to maintain that shared mailbox feature yet to be able to respond as the mailbox e-mail ?
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Alexandre TakacsCTOAsked:
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Muhammad BurhanManager I.T.Commented:
Have you tried to set From field at client side..?
Because even if you already set Sent as permissions for user in that shared mailbox, you have to manually add the Address in From field once at client side.
After that they can send as info by selecting the address from 'From' Field
Alexandre TakacsCTOAuthor Commented:
Hmm maybe I missed something somewhere...

Where do I authorize the "send from" ?
Muhammad BurhanManager I.T.Commented:
1. Login to the Exchange admin center with the admin account.
2. Click recipients > shared.
3. Select the shared mailbox and edit it.
4. Click mailbox delegation and add users who you want to grant send as permission in Send as.
5. Save.

In addition, you could also use the PowerShell command below to achieve it.
Add-RecipientPermission <identity> -AccessRights SendAs -Trustee <user>

And then please consider the link for 'From' field at user side
https://www.ucl.ac.uk/isd/how-to/email-calendar/send-email-shared-mailbox-outlook2010-2013
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Alexandre TakacsCTOAuthor Commented:
Thanks but it does not seem to work.

As far as I can tell the setting you are referring to is actually in the public folder tool (this is a 2007 server, should have mentioned it).

I tried to add some users, initially as a group, then as individuals.

Neither works -  when the user tries to send the server refuses because he is not authorized to send on behalf of another user.
Alexandre TakacsCTOAuthor Commented:
FWIW I just tried the PS approach but already fail at

Import-Module msonline

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(I understand I have to authenticate first ?)
Raheman M. AbdulSenior Infrastructure Support Analyst & Systems DeveloperCommented:
I would follow the steps:
1.  Create a shared Mailbox (eg. SharedMailbox)
2.  In AD, create a Domain Local Group  (eg. MBX-Shared-UsersGroup).
3.  Open Powershell with Active Directory Module imported,  and run
get-mailbox -identity "SharedMailbox" | add-mailboxpermission -user "MBX-Shared-UsersGroup" -accessrights 'FullAccess'

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4. Open Exchange Powershell shell and run the following command to grant MBX-Shared-UsersGroup modify access to the mailbox’s “Personal Information” attributes and send-as permissions
get-mailbox -identity "SharedMailbox" | add-adpermission -user "MBX-Shared-UsersGroup" -accessrights:ReadProperty, WriteProperty -properties 'Personal Information' -extendedrights 'Send-As' 

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Alexandre TakacsCTOAuthor Commented:
Just to clarify you would discard the public folder and create a shared mailbox ?

Sorry but I'm not too familiar with PS - what do you mean by  "Active Directory Module imported" ?
Raheman M. AbdulSenior Infrastructure Support Analyst & Systems DeveloperCommented:
yes ignore the public folder and use one mailbox for all users as shared mailbox
import active directory module is  use the following line before any other powershell commands. In your case open powershell and type the following and run
import-module ActiveDirectory
get-mailbox -identity "SharedMailbox" | add-mailboxpermission -user "MBX-Shared-UsersGroup" -accessrights 'FullAccess'

get-mailbox -identity "SharedMailbox" | add-adpermission -user "MBX-Shared-UsersGroup" -accessrights:ReadProperty, WriteProperty -properties 'Personal Information' -extendedrights 'Send-As' 

                                          

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Alexandre TakacsCTOAuthor Commented:
Ok I eill give it a try.

Does it offer all the advantages of a public folder ? Ie

apply categories
apply flags
read status is updated globally

Also what would be my best approach to migrate the content of the PF into this new mailbox ?
Alexandre TakacsCTOAuthor Commented:
I elected to follow this recommendation and everything works as expected - thanks
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