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Hi Experts,
A COO for my client left the company, and I need to provide access to her emails to two other employees to reference, includinng the CEO, and I'm wondering what is the best way for me to do this, as her mailbox is close to 9GB.
BTW: We're using Exchange O365, one employee is on Win 11, the other on Mac.
The easy answer would be to give access to the COO's OWA, but cannot do so because of this question:
What if I enaable MFA for the COO through my phone, and make sure that each employee only sign-ins once through their Outlook for Desktop, or would they still be able to access the COO's OneDrive?
What are the implications (if any), to convert the COO's email to a Shared Mailbox and provide access that way? If I recall correctly, the space needed for a Shared Mail Box is taken from the mailboxes of the members that is shared with? If this is the case, I would need to upgrade those members' storage.
More importantly, being 9GB I worry converting it to Shared Mailbox might result in a data loss???
I have already done a PST export, but truthfully, at Download using Edge the eDescovery hangs for 3h when the progress bar is practiclly at completion. I retried this twice, and when I stop manually, I'm still able to open the .pst file, but the folder structure is a bit wierd, with extra folder names in the hirearchy as just strings like "a476febbb..."
I have also thought about adding the COO's email to my Outlook, let it download, then Export to .pst locally. Then, provide the pst to both employees.
Any feedback woulld be greatly appreciated.
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I would convert the mailbox to a shared mailbox.
By default a shared mailbox can be 50gb , there is no relationship to who or how many users it is shared with.
That also means the user doesn't need to be licensed (convert to shared mailbox before removing the license)
Exporting to PST comes with its own issues, corruption, security etc. Shared mailbox gives you more control over who can access the mailbox
By default a shared mailbox can be 50gb , there is no relationship to who or how many users it is shared with.
Shared Mailboxes are free, so that is why I thought it does not have any capacity?
Is there a risk of data loss/corruption with the conversion of 9GB?
Lastly, when I open Outlook 365 on the Win 11's user, other Shared Maillboxes appear in his left navigation pane, then dissappear after ~1min (I guess, after Outlook finishes loading). Is this a local setting ? I bring this up as I'm considering the Shared Mailbox conversion option.
Thank you.
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Exchange
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Exchange is the server side of a collaborative application product that is part of the Microsoft Server infrastructure. Exchange's major features include email, calendaring, contacts and tasks, support for mobile and web-based access to information, and support for data storage.