Often when a User has their employment terminated with a Client, the Client wants to keep the User’s Office 365 mailbox intact and accessible, for historical reasons.
The best way to achieve this is to convert the User’s mailbox into a Shared Mailbox.
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This new Shared Mailbox incurs no licensing costs per month as no license is associated with a User as the original User is removed from Azure Active Directory.
If a User wants to access a Shared Mailbox, the User may decide to add the Shared Mailboxes to their Outlook profile. This is ok for maybe 1 or 2 Shared Mailboxes but anymore than this and Outlook will start to slow down.
Shared Mailboxes can slow down Outlook to the point that it becomes frustrating for Users.
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Users can then access this new User account in their web browser when they need to look through email stored in a Shared Mailbox.
This is the best way to handle Shared Mailboxes.
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