A shared mailbox (also known as a generic mailbox) is a type of mailbox that can be accessed by a group of users from the same organisation. The shared mailbox may be used for several reasons (e.g. a district nursing team may have a shared mailbox for incoming referrals that the entire team has access to so anyone on duty can read or action the email). To access the shared mailbox users must first be granted ‘Send As’ or ‘Full Access’ permissions by their Local Administrator
To create a shared mailbox:
Click Admin in the navigation bar at the top of the screen and select User Management from the drop down menu
Click Add at the top left of the screen and select Shared Mailbox from the drop down menu
Type the shared mailbox Display Name into the text box. Display names must be less than 250 characters and may contain letters, numbers and any of the following characters – , ; . () & []
Select the Organisation from the drop down list. If appropriate, select the Organisational Unit by clicking the + next to the organisation name to expand the list
Type the shared mailbox Email Name into the text box. An email address will be automatically generated after the Email Name is entered. It will begin with the organisation short name.
Click Hide from address lists if you would not like the shared mailbox to display in the NHS Directory
If you do not click this box, users of NHSmail will be able to search for the shared mailbox on the NHS Directory, but will not be able to see who the members of the shared mailbox are. Only users of Outlook Desktop Application will be able to view the members of a shared mailbox.
Enter a description of the mailbox which will be shown in the directory
The maximum length of the description field is 1024 characters
