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Keep users from using personal office 365 account

%3CLINGO-SUB%20id%3D%22lingo-sub-324975%22%20slang%3D%22en-US%22%3EKeep%20users%20from%20using%20personal%20office%20365%20account%3C%2FLINGO-SUB%3E%3CLINGO-BODY%20id%3D%22lingo-body-324975%22%20slang%3D%22en-US%22%3E%3CP%3EHi%2C%3C%2FP%3E%3CP%3EI%20switching%20to%20office%20365%20with%20my%20company%20and%20I'm%20having%20a%20bit%20of%20trouble%20configuring%20mail%20addresses.%3C%2FP%3E%3CP%3EEvery%20user%20had%20an%20own%20office%20365%20account%20but%20they%20only%20need%20it%20to%20log%20into%20Microsoft.%20All%20the%20mail%20is%20handled%20in%20shared%20folders%20like%20%22info%22%20and%20%22support%22%20so%20the%20users%20won't%20be%20sending%20mail%20from%20their%20office%20365%20account.%3C%2FP%3E%3CP%3EThe%20problem%20is%2C%20the%20Microsoft%20account%20is%20visible%20in%20outlook%2C%20so%20the%20thing%20that%20will%20probably%20go%20wrong%20from%20the%20start%20is%20users%20sending%20mail%20from%20their%20Microsoft%20account%20in%20stead%20of%20from%20the%20shared%20mailbox.%20specially%20since%20a%20new%20message's%20%3CEM%3Efrom%3C%2FEM%3E%20window%20always%20defaults%20to%20the%20Microsoft%20account%2C%20the%20shared%20mailboxes%20aren't%20even%20in%20the%20drop%20down%20automatically%20(feature%20request%3F).%3C%2FP%3E%3CP%3E%26nbsp%3B%3C%2FP%3E%3CP%3ESo%20my%20questions%20are%3A%3C%2FP%3E%3CP%3E-%20Is%20it%20possible%20to%20hide%20the%20Microsoft%20account%20in%20outlook%20or%20disable%20it%20somehow%20so%20users%20can%20only%20use%20the%20shared%20mailboxes%20they%20are%20supposed%20to%20use%3F%3C%2FP%3E%3CP%3E-%20Or%2C%20if%20that%20isn't%20possible%2C%20is%20there%20a%20way%20to%20warn%20the%20user%20somehow%20that%20they%20have%20sent%20an%20email%20from%20the%20wrong%20account.%3C%2FP%3E%3CP%3E%26nbsp%3B%3C%2FP%3E%3CP%3ECheers!%3C%2FP%3E%3CP%3ERobert.%3C%2FP%3E%3C%2FLINGO-BODY%3E%3CLINGO-LABS%20id%3D%22lingo-labs-324975%22%20slang%3D%22en-US%22%3E%3CLINGO-LABEL%3EAdmin%20Center%3C%2FLINGO-LABEL%3E%3CLINGO-LABEL%3EOffice%20365%3C%2FLINGO-LABEL%3E%3CLINGO-LABEL%3EOffice%20365%20Administration%3C%2FLINGO-LABEL%3E%3CLINGO-LABEL%3EOffice%20365%20Management%3C%2FLINGO-LABEL%3E%3C%2FLINGO-LABS%3E%3CLINGO-SUB%20id%3D%22lingo-sub-325396%22%20slang%3D%22en-US%22%3ERe%3A%20Keep%20users%20from%20using%20personal%20office%20365%20account%3C%2FLINGO-SUB%3E%3CLINGO-BODY%20id%3D%22lingo-body-325396%22%20slang%3D%22en-US%22%3E%3CP%3EHi%20Vasil%2C%3C%2FP%3E%3CP%3ETHANKS!!%20That%20was%20exactly%20what%20I%20was%20looking%20for!%3C%2FP%3E%3CP%3EEven%20the%20from%20drop%20down%20is%20now%20filled%20automatically%20with%20the%20right%20addresses.%3C%2FP%3E%3CP%3E%26nbsp%3B%3C%2FP%3E%3CP%3Echeers%2C%3C%2FP%3E%3CP%3ERobert.%3C%2FP%3E%3C%2FLINGO-BODY%3E%3CLINGO-SUB%20id%3D%22lingo-sub-325123%22%20slang%3D%22en-US%22%3ERe%3A%20Keep%20users%20from%20using%20personal%20office%20365%20account%3C%2FLINGO-SUB%3E%3CLINGO-BODY%20id%3D%22lingo-body-325123%22%20slang%3D%22en-US%22%3E%3CP%3EAs%20long%20as%20you%20are%20granting%20them%20Full%20Access%20on%20the%20shared%20mailbox%2C%20you%20can%20simply%20create%20new%20Outlook%20profile%20with%20just%20the%20Shared%20mailbox%20added%20in%20it.%20Follow%20the%20standard%20process%20of%20adding%20an%20account%2C%20enter%20the%20shared%20mailbox%20address%20and%20when%20prompted%20for%20credentials%20make%20sure%20they%20provide%20their%20own%20creds.%20If%20you%20need%20detailed%20instructions%20check%20here%3A%20%3CA%20href%3D%22https%3A%2F%2Fwww.michev.info%2FBlog%2FPost%2F1507%2Fhow-to-add-a-shared-mailbox-as-additional-account-in-outlook%22%20target%3D%22_blank%22%20rel%3D%22nofollow%20noopener%20noreferrer%20noopener%20noreferrer%22%3Ehttps%3A%2F%2Fwww.michev.info%2FBlog%2FPost%2F1507%2Fhow-to-add-a-shared-mailbox-as-additional-account-in-outlook%3C%2FA%3E%3C%2FP%3E%0A%3CP%3E%26nbsp%3B%3C%2FP%3E%0A%3CP%3EOr%20for%20WAM-enabled%20Outlook%20versions%3A%20%3CA%20href%3D%22https%3A%2F%2Fwww.michev.info%2FBlog%2FPost%2F2025%2Fhow-to-add-a-shared-mailbox-as-additional-account-in-outlook-2016-build-8431-and-above-on-windows-10-1709-and-above%22%20target%3D%22_blank%22%20rel%3D%22nofollow%20noopener%20noreferrer%20noopener%20noreferrer%22%3Ehttps%3A%2F%2Fwww.michev.info%2FBlog%2FPost%2F2025%2Fhow-to-add-a-shared-mailbox-as-additional-account-in-outlook-2016-build-8431-and-above-on-windows-10-1709-and-above%3C%2FA%3E%3C%2FP%3E%3C%2FLINGO-BODY%3E%3CLINGO-SUB%20id%3D%22lingo-sub-324989%22%20slang%3D%22en-US%22%3ERe%3A%20Keep%20users%20from%20using%20personal%20office%20365%20account%3C%2FLINGO-SUB%3E%3CLINGO-BODY%20id%3D%22lingo-body-324989%22%20slang%3D%22en-US%22%3E%3CP%3EHi%20Paul%2C%20thanks%20for%20your%20reply.%3C%2FP%3E%3CP%3EI%20am%20using%20send%20as%20%2F%20send%20on%20behalf%20of%20and%20that%20all%20works%20like%20a%20charm%20so%20there%20is%20nothing%20wrong%20with%20shared%20mailboxes.%3C%2FP%3E%3CP%3EI%20just%20want%20to%20keep%20the%20users%20to%20sent%20mail%20from%20their%20own%20Microsoft%20account%3C%2FP%3E%3C%2FLINGO-BODY%3E%3CLINGO-SUB%20id%3D%22lingo-sub-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robertdh
Occasional Contributor

Hi,

I switching to office 365 with my company and I'm having a bit of trouble configuring mail addresses.

Every user had an own office 365 account but they only need it to log into Microsoft. All the mail is handled in shared folders like "info" and "support" so the users won't be sending mail from their office 365 account.

The problem is, the Microsoft account is visible in outlook, so the thing that will probably go wrong from the start is users sending mail from their Microsoft account in stead of from the shared mailbox. specially since a new message's from window always defaults to the Microsoft account, the shared mailboxes aren't even in the drop down automatically (feature request?).

 

So my questions are:

- Is it possible to hide the Microsoft account in outlook or disable it somehow so users can only use the shared mailboxes they are supposed to use?

- Or, if that isn't possible, is there a way to warn the user somehow that they have sent an email from the wrong account.

 

Cheers!

Robert.

4 Replies
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Hi @robertdh 

 

Shared mailboxes are only accessible both from a licensing perspective and a functionality perspective via an individuals licensed mailbox.

 

As such there typically used for secondary email requirements of individuals or subset of individuals as opposed to acting as there primary email function.

 

You may need to look at send as / send on behalf of to try and accomplish what you need.

 

Hope this helps 

Highlighted

Hi Paul, thanks for your reply.

I am using send as / send on behalf of and that all works like a charm so there is nothing wrong with shared mailboxes.

I just want to keep the users to sent mail from their own Microsoft account

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Solution

As long as you are granting them Full Access on the shared mailbox, you can simply create new Outlook profile with just the Shared mailbox added in it. Follow the standard process of adding an account, enter the shared mailbox address and when prompted for credentials make sure they provide their own creds. If you need detailed instructions check here: https://www.michev.info/Blog/Post/1507/how-to-add-a-shared-mailbox-as-additional-account-in-outlook

 

Or for WAM-enabled Outlook versions: https://www.michev.info/Blog/Post/2025/how-to-add-a-shared-mailbox-as-additional-account-in-outlook-...

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Hi Vasil,

THANKS!! That was exactly what I was looking for!

Even the from drop down is now filled automatically with the right addresses.

 

cheers,

Robert.

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