When emails are processed by the e-Share Secure Mail Gateway, the email message and/or attachments are stored in the sender’s OneDrive. Since Shared Mailboxes do not have any Microsoft 365 license assigned to the accounts, there is no OneDrive associated with such Shared Mailboxes where e-Share Secure Mail Gateway can store the emails and/or attachments. To support such scenarios, e-Share provides the organizational administrator to configure the application to store such emails/attachments in a dedicated SharePoint site.
The steps to configure e-Share to support Shared Mailboxes feature include:
1. Consent for Outlook API in e-Share admin portal.
2. Grant admin consent in Azure Active Directory for e-Share EXO Reader application.
3. Create dedicated SharePoint site and update the information in e-Share admin portal.
Consent for Outlook API
1. Sign in your e-Share admin portal and navigate to Manage Organization > Management Dashboard >
Corporate Cloud Providers tab
2. In section titled “Provide consent to e-Share for Outlook API”, click on “Enable” against “Enable querying
Outlook for shared mailboxes members”
3. Sign into Microsoft 365 tenant using the e-Share service account. In the displayed prompt, review the
terms, permissions, etc. and click “Accept”
4. The e-Share EXO Reader service principal is now created in your Microsoft 365 tenant.
Granting Admin Consent
1. Sign in Azure Active Directory and navigate to “Roles and administrators” tab under “Manage” section
2. Search for “Exchange Administrator” role and open it
3. In Exchange Administrator page, switch to “Assignments” page and click on “+ Add assignments” button in top menu bar,
4. In “Add assignments” pane, search for “e-Share EXO Reader”
5. Select the “e-Share EXO Reader” service principal. Click on “Add” at bottom of the pane to complete the
step. Confirm the change is displayed in “Assignments” page.
Configure SharePoint Site
1. Create a new SharePoint site. It is recommended that this site be named to quickly associate it with
Shared Mailbox feature in e-Share, example “e-Share SharedMailboxes”. It is also recommended that no
users be granted direct access to the site by adding them as site members or owners.
2. After the dedicated SharePoint site is created, sign into e-Share admin portal, navigate to Manage
Organization > Management Dashboard > Secure Email tab.
3. In Secure Email tab:
Enable “Login on behalf of Shared Mailbox” by moving the slider
Input name of the dedicated SharePoint site created above in “SP site name” field under “Shared
Mailboxes’ SharePoint Site
4. Click on “Save” button in top right corner, as highlighted above. Confirm changes are saved.
With the above configuration completed, members Shared Mailboxes in the tenant can send emails and have them automatically routed to e-Share Secure Mail Gateway to be converted to Trusted Shares. The email message and/or attachments sent from such Shared Mailboxes are stored in the SharePoint Site configured above.
While Shared Mailbox members will not be able to directly access the emails/attachments in the SharePoint site, such emails and attachments can be accessed from within e-Share web portal. For information on using Shared Mailbox feature in e-Share, please refer to “Using Shared Mailbox in e-Share” guide or contact your e-Share Customer Success Manager.