How to Create and Configure Shared Mailbox in Microsoft Exchange Server 2010?

Microsoft Exchange Server 2010 Shared mailbox is a mailbox that’s not primarily associated with a single user and is generally configured to allow access for a group of users to read, send email and share common calendar or shared contact list. Below are the steps for how to create shared mailbox using Exchange Management Shell (EMS) and Exchange Management Console (EMC) GUI in Microsoft Exchange Server 2010.

Solution 1: Create Shared mailbox using Exchange Management Console GUI

1. Locate Recipient Configuration section in Exchange Management Console. Select New Mailbox from the Action pane.
2. Click on radio button beside User Mailbox, then click Next button to continue.
3. Complete the details of User Information, then click Next button to continue.
4. Enter the Exchange Alias in Mailbox Settings, click Next button to continue.
5. Choose whether to include an archive mailbox or not. Click Next button to complete the wizard.
6. Locate the mailbox in Exchange Management Console and right click to choose Manage Full Access Permissions. Shared mailbox is not designed for direct logon. The Active Directory user account for the shared mailbox must be a disabled account (or “disconnected”) state. After you create a shared mailbox, you must assign permissions to all users that require access to the shared mailbox.
7. Click Add button and locate the groups or users you want to give permissions to.
8. Click Manage button then Finish to apply the selected permissions.
9. In order for selected users to open shared mailbox in Microsoft Outlook. Go to File > Account Settings.
10. Highlight Exchange account and select either properties or change.
11. Click More Settings button, select Advanced tab, click Add button and type the name of the mailbox. Click OK to apply changes then Finish.

Solution 2: Create Shared mailbox using Exchange Management Shell

Step 1: Open Exchange Management Shell (EMS) from Microsoft Exchange Server 2010 menu.

Step 2: Type in the following cmdlet in shell environment to create a new Shared Mailbox:

New-Mailbox -Name -Alias -OrganizationalUnit "" -Database "" -UserPrincipalName -Shared
Add-MailboxPermission -User "<domain\username>" -AccessRights FullAccess
Add-ADPermission -User "<domain\username>" -ExtendedRights Send-As

Example: Create new shared mailbox called Info and setup user Secretary to have access.

New-Mailbox -Name Info -Alias info -OrganizationalUnit "mydomain.local/myCompany/myDepartment" -Database "DB1" -UserPrincipalName [email protected] -Shared
Add-MailboxPermission Info -User "mydomain\secretary" -AccessRights FullAccess
Add-ADPermission Info -User "mydomain\secretary" -ExtendedRights Send-As

Full detailed syntax and parameters of New-Mailbox cmdlet, refer to Microsoft Docs > New-Mailbox.

Step 3: Type in the following cmdlet in shell environment to convert existing User Mailbox to Shared Mailbox:

Set-Mailbox "" -Type shared
Add-MailboxPermission -User "<domain\username>" -AccessRights FullAccess
Add-ADPermission -User "<domain\username>" -ExtendedRights Send-As

Example: Convert existing user mailbox Helpdesk to shared mailbox and give access right to user Operator.

Set-Mailbox "Helpdesk" -Type shared
Add-MailboxPermission Helpdesk -User "mydomain\operator" -AccessRights FullAccess
Add-ADPermission Helpdesk -User "mydomain\operator" -ExtendedRights Send-As

Full detailed syntax and parameters of Set-Mailbox cmdlet, refer to Microsoft Docs > Set-Mailbox.

* cmdlet about access and send-as permissions can be configured from Exchange Management Console GUI by selecting the mailbox and click on Manage Send As Permission.. or Manage Full Access Permission… at the right pane of the window.