Some shared mailbox users and Delegates need to have the ability to manage the settings (such as Categories, Notifications, Rules, and Signatures) of the mailbox that is shared with them. In Outlook for Windows, this can be done by adding the Mailbox as an Account.
This message is associated with Microsoft 365 Roadmap ID 375635
When this will happen:
Public Preview: We will begin rolling out mid-early-May 2025 and expect to complete by mid-JuneMay 2025.
Targeted Release: We will begin rolling out mid-Junelate-May 2025 and expect to complete by mid-Julylate-June 2025.
General Availability (Worldwide): We will begin rolling out mid-late-July 2025 and expect to complete by mid-late-August 2025.
How this will affect your organization:
After this rollout, users with Full Access permission to a shared mailbox, or another user's mailbox, will have the ability to add that mailbox as an account in the new Outlook for Windows. Users who have full access mailboxes that are automapped will see a 'Promote' button on the Shared with Me Settings page. Clicking this button will allow users to add the mailbox as an account.
For organizations that do not have automapping enabled, shared mailboxes will be automatically added as accounts when the users adds the mailbox and they have the correct permission to add it as an accounts.account.
Once a user adds a shared mailbox as an account, they will have the ability to manage all settings for that mailbox. This is similar behavior that exists in the classic Outlook for Windows and OWA through the 'open another mailbox' button.
For more information on how to add a shared mailbox as an account in the new Outlook follow this page: Manage shared mailbox settings in new Outlook
What you need to do to prepare:
This rollout will happen automatically by the specified dates with no admin action required before the rollout. Review your current configuration to assess the impact on your organization. You may want to notify your users about this change and update any relevant documentation.
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