Office sharing issue

[ryanplym]

Hey

 

I am not sure if this is possible but I am looking to seek some advice on a challenge we're encountering with our shared mailbox setup. We're currently using Office 365 and SharePoint, and have a shared mailbox that two of our staff members access through Outlook.

 

Here's the situation: whenever a file is shared directly with the shared mailbox, the two associated staff members are unable to access it without requesting permission. Interestingly, sharing a link to the file works perfectly, as I've configured the default sharing policy to "Only people in your organization."

 

I'm curious if anyone has found a workaround or solution that allows staff members to directly share a folder with the shared mailbox in such a way that those with access to the mailbox are automatically granted access to the file. Any insights or guidance on this matter would be greatly appreciated.

 

Thank you :-)

[robintech]

Creating a Microsoft Group is the solution we used , you can move existing mail from a shared mailbox to a Microsoft Group inbox in OWA which I think wasn't possible in the past, then change the email addresses over and then archive the shared mailbox.

[jmak]

Possible, but unlikely as it's not intended to work like that. I think you would need to create an account with that email address and then give the users permissions to access the other "persons" account. But you'd also need a licence for that account and it's the wrong way to do it.

 

The other way to do it would be to create a Team and share the files with that. You would then need to add the required people to the Team. Anyone in the Team would have access to the files.

[ryanplym]

Thanks, The group creation idea might be better for our staff, using teams will create more work and will be too complicated for them.

 

Another issue that management has just picked up on is if I directly share a file to staff 1 and staff 1 forwards that email to staff 2, staff 2 has to request permission from me to open it. Is there a way to prevent this? Senior mangememnt are getting fed up with all the alerts although they want full network access but thats a story for another time :-)

[jmak]

Depending on the rules set up in your tenancy, when you create the link to share you can choose to share it with

 

Just one person

A group

Anyone in your organisation

Anyone with the link

 

We have Anyone with the link turned off as the powers that be decided it was too high risk for data loss. Anyone in your organisation is quite a good compromise.

I'm pretty sure you can set the default policy. Personally I'd prefer to keep the default as one person. To many people don't pay enough attention to what they're sharing. Train them how to change the setting and let moaning from management train them to choose the right option.

[NegativeKillDeath]

Sharing with "copy link" and sharing with specific people generate different URLs with the associated permissions. If documents are to be shared widely then "copy link" is the way to go as that can be forwarded on to anyone in the company (based on your defaults). Share with specific people should be used if you don't want wider access to a document and that is unlikely to be shared on.

[browolf]

Shared mailboxes are a user so it makes sense in this circumstance that other users can't use another users invitation and need to request permission. The correct way is to send the link Edited February 23, 2024 by browolf

[ryanplym]

Sorry for not messaging sooner

 

The copy link works perfectly, except out staff wont do that as they only send the email directly to that shared mailbox. I am trying to find a way that we can convert the permissons from the shared mailbox to the invidiual user account, they can see the shared mailbox in outlook, when they click on inbox they see the file that has been shared although when they click to open the file, it requests pemission. Its causing a issue for the department. Thanks for all your help so far, I thought it was me just being stupid