Did you know? MacEwan has over 545 shared mailboxes

With this number of shared mailboxes, it is important to share a few best practices for awareness and to restrict productivity disruptions.

Use a licensed user account to schedule meetings

Using a licensed user account ensures that all meeting content – like recordings, transcripts, whiteboards and shared files – is properly saved, attributed to a user and accessible to participants.

Add shared mailboxes for visibility, not scheduling

Shared mailboxes are great for calendar coordination and visibility, however, when used to schedule meetings, they become the meeting organizer.

When a shared mailbox is an organizer, this can lead to:

  • Lost or inaccessible meeting content (recordings, transcripts, files, etc.)
  • Content being stored in unexpected places – like the OneDrive of the first person that joins the meeting
  • Content becoming orphaned and accessible only to Microsoft Support or Cloud Administrators

Actions to avoid disruptions

  • Schedule meetings from your licensed user account
  • Add the shared mailbox as a participant or CC it for visibility
  • Use shared mailboxes to help coordinate calendars – not to send invites

If you have any questions, please reach out to techsupport@macewan.ca or visit our Best Practices: Shared Mailboxes and Scheduling Meetings support article for further information.

From Information and Technology Services