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—en:public:email:exchangeonline:funktionspostfachautomapping [18.07.2025 18:33] (current) – created mui38445
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 +====== Shared Mailbox – General Information, Advantages and Disadvantages of Automapping ======
 +
 +===== General =====
 +
 +  * A shared mailbox is the same as a Shared Mailbox (SMB) or delegated mailbox.
 +  * Historically, we still refer to it as a "Funktionspostfach".
 +  * It is used for collaborative work.
 +  * Personal information is not disclosed to external recipients.
 +
 +==== Automapping ====
 +  * The shared mailbox is automatically added to your account in Outlook or OWA on the server side.
 +  * It appears in Outlook without needing to be added manually.
 +
 +== Advantages ==
 +
 +  * The mailbox appears automatically in Outlook – no manual setup required.
 +  * Users do not need to enter login credentials for the shared mailbox.
 +  * Permission changes take effect immediately.
 +  * Sent messages are sent from your account, and a copy is saved in the SMB.
 +  * Email signatures continue to work.
 +
 +== Disadvantages ==
 +
 +  * Signature cannot be bound to the account – must be selected manually when composing a message.
 +  * Mail merges do not work, as a default account must be selected for them.
 +  * No offline cache.
 +  * Automatic replies cannot be set up (requires opening the mailbox separately in Outlook Web).
 +  * No access to the online archive via Outlook if the mailbox is only added via automapping.
 +  * Search may be slow or incomplete.
 +  * No option for individual authentication or separate audit trails.
 +  * Search function is limited: cannot search in “Current Mailbox”.
 +  * When composing a new email from the shared mailbox, the sender must be selected manually (previously, the mailbox you were in was automatically used as the sender).
 +
 +==== Add Shared Mailbox as a Separate Account ====
 +**[[public:email:exchangeonline:outlook365| SMB Add as Account – Instructions ]]**
 +
 +== Advantages ==
 +  * Mail merges are possible.
 +  * Signature is automatically selected when composing a message.
 +  * Email throttling.
 +  * Better caching.
 +  * Automatic replies can be set up directly in Outlook.
 +  * Access to the In-Place Archive / Online Archive is possible.
 +  * Separate cache → faster and more complete search.
 +
 +== Disadvantages ==
 +
 +  * Requires manual setup (support effort).