Onboarding Mailboxes

This procedure creates and configures room, equipment, and shared mailboxes within the organization's email infrastructure using a guided workflow.

Onboard a Mailbox

1. Navigate to Resource Admin.

2. Select Mailboxes from the resource type navigation.

3. Click the Workflows tab.

4. Click Onboard a Mailbox.

5. Complete the general information:

   • What type of mailbox do you need?: Select the appropriate type
   • Name: Enter a descriptive name
   • Description: Enter the mailbox's intended use and purpose
   • Would you like to add the mailbox to groups?: Select Yes or No
   • Click Next.

6. Complete mailbox details:

   • ALIAS: Modify the auto-populated alias if needed
   • NAME: Modify the auto-populated name if needed
   • DISPLAY NAME: Modify the auto-populated display name if needed
   • LOGON NAME: Modify the auto-populated logon name if needed
   • UPN: Modify the auto-populated User Principal Name if needed
   • UPN SUFFIX: Select the appropriate domain suffix
   • MAILBOX TYPE: Review the type (read-only)
   • COUNTRY: Select the appropriate country
   • NOTES: Add any additional notes (optional)
   • LOCATION: Select the appropriate location for RBAC control
   • Click Next.

7. Configure mailbox settings:
   Mailbox tab - Overview section:

   • ALIAS: Review or modify the alias
   • DISPLAY NAME: Review or modify the display name
   • MAILBOX TYPE: Review the mailbox type (read-only)
     Mailbox Features section:
   • Auto-Accept Calendar: Check to enable automatic calendar acceptance
   • ActiveSync Enabled: Check to enable mobile device synchronization
   • OWA Enabled: Check to enable Outlook Web Access
   • Hidden In GAL: Check to hide from Global Address List
   • CAPACITY OF ROOM MAILBOX: Enter room capacity if applicable
     Quota Settings section:
   • Use Default Quota: Check to use system default quotas
   • ISSUE WARNING AT (KB): Enter storage warning threshold
   • PROHIBIT SEND AT (KB): Enter storage limit for sending
   • PROHIBIT SEND AND RECEIVE AT (KB): Enter storage limit for all operations
   tip

   Set the warning threshold lower than the send and receive limits to provide advance notice before storage restrictions take effect. A common practice is to set the warning at 80-90% of the prohibit send limit.

   Send and Receive Limits section:

   • MAX SENDING MESSAGE SIZE (KB): Enter maximum outbound message size
   • MAX RECEIVE MESSAGE SIZE (KB): Enter maximum inbound message size
   • MAXIMUM RECIPIENTS PER MESSAGE: Enter recipient limit
   • Require Authenticated Senders: Check to require sender authentication
     Extension tab (if needed):
   • EXTENSION ATTRIBUTE 1-15: Enter custom attribute values as required
   • Click Next.

8. Set owner information:

   • RESPONSIBLE PARTY: Search for and select the person responsible
   • OWNERS: Search for and select users with ownership rights
   • DEPUTIES: Search for and select users with deputy access
   • Click Next.

9. Configure IAM Shop settings:

   • Requestable in IAM Shop: Check if users should be able to request access
   • Select Access Request Policy: Choose the policy for handling requests
   • Eligible Assignees: Configure who can request access
   • Preapproved Assignees: Configure who receives automatic access
   • Suggested Assignees: Configure who sees this mailbox as suggested
   • Click Next.

10. If applicable, select groups for mailbox membership and click Next.

11. Review the configuration summary and verify all settings.

12. Click Submit.

13. Review the Operation Execution Summary.

14. Click Submit to complete the workflow.

Results

• Mailbox is created according to the specified configuration
• Users can access the mailbox through standard email clients
• Mailbox becomes available for ongoing management in Resource Admin
• Owners and deputies are assigned administrative permissions
• Access request settings are configured if enabled

Related Procedures

• Delete Mailboxes
• Edit Mailbox Name and Features
• Edit Mailbox Owners and Deputies