Click on the recipient's name and go to the tab Contact > Add to Contacts. Within Outlook you can categorize tasks, emails, calendars, and contacts. If you have many contacts, you may find it helpful to organize them into separate Outlook contact lists, such as a Family list, Business list, or Classmates list. However, for the latest version we have prepared a list of actions for you hereinafter: However, for this action to be performed in less than 5 minutes as it is described, you should have all the contacts in the programs database. In Details, specify the level of details that you want to share with the person outside of your organization, and then click Send. However, you have the option to detect contacts that might be duplicated and link them manually. Free and premium plans, Content management software. Keep track of your customers and your appointments with them using this worthy Excel template. After you change the sharing policy, people in your organization will be able to successfully share their full calendar details and contacts with people outside your organization. If this is not so, then make sure that the chosen file was complete. timetoreply provides real-time data on the average response times for shared mailboxes, which helps sales managers identify areas for improvement and make changes to improve reply time. To create a new contact in your contact list, click the Home tab and select the contact folder in the Navigation Pane. Companies using shared mailboxes should keep in mind best practices for shared mailboxes, including rules and tags, folders and labels, security and insights. 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In Outlook, the Address Book is the default folder. This allows multiple people to access and manage the emails and respond to emails directly from the shared mailbox. Depending on the email client you choose, the detailed instructions for accessing the shared calendar or contact list are listed below: If you have permissions to a shared mailbox, the shared calendar associated with the shared mailbox is automatically added to your My Calendars list. Select the plan that your organization subscribes to in Microsoft 365. Making email migration an easy ride - time after time! The specific type of license needed depends on your version of Microsoft Exchange and your subscription type. Once the shared mailbox has been created, you can add it to your Outlook account as follows: Open Outlook and go to the File tab. By using that format you shouldn't have to worry about Outlook overwriting any of your existing contacts. Select the app launcher icon and choose Admin. Office 365 subscription plans for users ofOutlook 2016 for Mac include these available action steps: At the bottom of the left navigation pane, selectPeople. To create a new contact in your contact list, click the Home tab and select the contact folder in the Navigation Pane. To set up a shared calendar or contacts list that people in your organization can access and edit, you need to first create a security group that includes the people that you want to be able to access the shared calendar or contacts list. There is nothing more important than efficient operations when it comes to our professional lives. On the Permissions tab, make any changes to the calendar sharing permissions. Most naturally, it is the Contacts one. How Do I Create a Group Calendar in Outlook. If you are a Microsoft 365 administrator, you can change the default sharing policy for your organization if you want to allow people in your organization to share full calendar details with people outside of your organization. In the message body, type any information that you want to include, and then select Send. It is possible to create a contact group in Outlook for Office 365, Outlook 2019, 2016, and other older versions. The steps to add a contact in Microsoft Outlook depends on the version of Outlook you use. You can do so by selecting Manage > Link duplicate contacts. As a Microsoft 365 Small Business admin, you need to access EAC by using the direct URL. If you need to save the newly entered contact and add another contact, click the, In the menu at the top of the window, click, You no longer need to remember someone's e-mail address; knowing their name will suffice. Create a contact list or distribution list in Outlook for Mac : If using Outlook.com, you will need to select this from the drop-down menu. This will display the BCC field in the new mail. Outlook uses, If you use Microsoft Outlook to manage your email, you may, at some point need to find old emails. The template we use to make sure our team understands how quickly they need to respond to email. Download the free Response Time Policy template and start putting a framework in place to improve your response time to customers. WebSelect the address book containing the intended recipients from the Address Book drop-down menu. Only an admin in your organization can change the sharing policy for your organization. After you select the scenario, follow the step-by-step instructions. iCloud synchronizes your user data across your devices. Click OK. Subscribe to the Website Blog. I want them imported into a Group, or Distribution List. 2. If you have created other calendars, you can select one of them to share instead. From the app launcher, select All apps to see an alphabetical list of the apps available to you. Individual users can share calendar with specific users using either Microsoft Office Outlook client or Outlook Web App. Now you should see all the contacts that you saved in the People app earlier. Repeat this process for each contact you want to add to your distribution list. Open a new mail in Outlook and click Options > BCC. It is easier if you simply select Contacts; click New Contact Group and name it with regard to your needs; choose Add Members and simply add people from your contact list who you want to see in this very list; save and close the function. The person is added to the list of members. Select Add , type the first few letters of the person or group's name, and select the name from the pop-up menu. Get to Contact Group quicker with the shortcut Ctrl+Shift+L. After you've added who you want to share your calendar with, select how much information you want them to see. Go to the Contact Group tab and click Add Members. Below we explain in more detail the complete importing process. In this section, we'll focus on individual contacts. Click Address Book under the Find section (look at the top ribbon). Click the "Close and Save" button to save the distribution list for use. To provide the members of the security group access to the shared calendar and contacts list, you need to assign them Full Access permission to the shared mailbox by editing the shared mailbox after you have created it. Choose the account you want to sign in with. However, if you have an Exchange on-premises setup, you may need to purchase an Exchange CAL (Client Access License) for each user who needs access to the shared mailbox. Not sure which Microsoft 365 plan your organization uses? Now choose Advanced Find option. See pricing, Marketing automation software. Select the member's nameand chooseRemove . If the external user's organization and your organization are federated through Microsoft 365 or Exchange, the person will see your calendar under PEOPLE's CALENDARS. Be it your team, the board of directors, or even just a group of fellows, you do not have to add each address separately and this is going to save you lots of time. If you, Users print emails from Microsoft Outlook for many reasons. Any liststhat you create are saved on your computer and are available only in Outlook for Mac. For more information, see the end of this section. Create a contact list or distribution list in Outlook for Mac. Did You Know You Can Buy a $500 Machine Just for Cleaning Records? If you see the below administrative interface, then you are using the Enterprise/Midsize or Education plan. It is easier if you simply select Contacts; click New Contact Group and name it with regard to your needs; choose Add Members and simply add people from your contact list who you want to see in this very list; choose File on the ribbon of the 2013 or 2016 program version; proceed with Open & Export, namely Import/Export function; in the pop-up window with the options for actions to be performed, select Import from another program or file and proceed; choose Comma Separated Values in the next step which indicates the type of the file to be created; select the file to be imported and pay special attention to duplication options. A distribution list is a list of email addresses that can be used to send emails to multiple people at once. Important: If the New Contact List option is grayed out, set your Step 1: Create a CSV file that contains information about the external contacts Step 2: Create the external contacts with PowerShell Step 3: Add information to the properties of the external contacts After you complete these steps to import contacts, you can perform these additional tasks: Add more external contacts This ensures all team members have up-to-date information and a central task list. Do one of the following: If you receive sharing policy errors when you try to send calendar or contact folder sharing requests to people outside of your organization, the required sharing policy settings are not configured in your organizations sharing policy. To create a contact group in Outlook for Office 365, follow these steps- Typing a name in an e-mail brings up the contact for the user, and send the e-mail to the user's primary e-mail address. You can share contacts with specific users using only Microsoft Office Outlook client. For example, we could create a folder group called, Select and drag the contact list from the default, For more information about Outlook contacts, check out the following articles in the, How to recover deleted contacts in Outlook, If you need help with your HostPapa account, please, How to import Outlook items from a .pst file in Outlook for PC, How to export Outlook items to a .pst file in Outlook 2007, How to export Outlook items to a .pst file in Outlook 2010, How to export Outlook items to a .pst file in Outlook without Microsoft 365, How to export Outlook items to a .pst file in Microsoft 365, Deprecation of Basic authentication in Exchange Online. Open Outlook on your Mac and get ready to create your contact list. Select People from the bottom left of the Outlook window. Click New Contact List from the ribbon. Give your list a name. You can also select File > New > Contact List from the menu bar. If this occurs, under Details, choose to share a different level of details. You should import contacts from CSV file first, then you may group them into a Distribution List. In the following dialog box, firstly click the button Clear Map, then drag the item From: (Name) and From: (Address) from the left list to the right. Go to https://portal.microsoftonline.com and login using your Microsoft 365 administrator credentials.) In the To box, enter the name of the recipient for the sharing invitation message. Right-click a name on the To, Cc, Bcc, or From line. Difference Between Contacts & the Address Book in Outlook, How to Add a New Contact to My Yahoo Mailing List. Web39K views 4 years ago Outlook - In today's lesson, we will teach you how to create contact groups in Outlook 2019. It's not possible to merge duplicate contacts in Outlook. In case you are using the expanded version of the navigation bar, you need to click the People text. Availability only will show only the time of items on your calendar. Note: Contact lists are different from contact groups. Contact group (formerly, Distribution List) is a list of people or email addresses that you can use to send emails to more than one person at once. They only work on your desktop. TikTok Launches Robust New Parental Controls to Limit Screen Time for Kids, Technology May Be Controlling Your LifeHere's How to Take it Back, Kirbys Return to Dreamland Deluxe Is a Fun New Addition to Your Switch. Before you begin, sign in to the Exchange admin center (EAC) at https://outlook.office365.com/ecp/ using your Microsoft 365 tenant administrator credentials. If yes, congratulations! If the following error displays when you try to send the sharing invitation, sharing contacts with people outside of your organization is not supported by the sharing policy for your organization. For more information, see the end of this section. and login using your Microsoft 365 administrator credentials. Many people retain a physical copy, MS Outlook is a useful software for handling email communications, keeping track of the personal schedule and important dates, storing contact information, as well as other essential information. Upgrade to Microsoft Edge to take advantage of the latest features, security updates, and technical support. But in most cases, you'll see the option to create contact lists, contact groups, and categories. In that case, categories work as labels, or what in most CRMs is called a tag. These shared mailboxes usually use addresses such as [emailprotected], [emailprotected] and [emailprotected] Multiple people in a team access these mailboxes. A former freelance contributor who has reviewed hundreds of email programs and services since 1997. It is used as a centralised email account for a team, department, or company. You can also go to the Outlook People page and click on New Contact > New Group on the upper left menu. Prevent message recipients from seeing the addresses of other group members. If you are using Outlook 2003, click the "Show Names" dropdown menu to select the address book. Add the contacts from the additional address books in the same manner as before. Deleting a contact list does not delete the individual contacts in the list. As already described, there is a variety of things one can do to decrease the number of routine tasks at work or at home when using outlook. There you'll find both options under Manage. To let your users share a contact folder with people outside of your organization, under Specify what information you want to share, select Share your contacts folder. Sorry, we couldn't resolve your issue with this guide. You should find three options, and they are From Outlook Contacts, From Address Book, and New E-mail Contact. You cannot access shared contacts list for a shared mailbox from Outlook Web App. This article does not answer the question. Add a person from your contacts, or add a person with whom you've recently exchanged email. Locate and click "New" followed by "Distribution List" to access the "Distribution List" dialog box. You can also go to the Outlook People page and click on The contact list appears in your Outlook contacts in the On My Computer folder. You can share a contacts folder with people that are located in your organization or outside of your organization by using Microsoft Outlook. 2. A new window will appear where you must enter the name of your new contact group. If you are an end user and not a Microsoft 365 administrator, contact your Microsoft 365 administrator and let them know you receive an error when trying to share your calendar or contacts with people outside of your organization. To manage your lists, select Sort by list option. This will just add a (probably unnecessary) degree of complexity to your contact management strategy. Select the delete icon to stop sharing your calendar with a person. timetoreply provides the highest levels of security and regulatory compliance. A contact list, also known as a distribution group, is a grouping of email addresses collected under one name. In the Add email addresses text box, type the name or email address of a contact you want to add to the list. In Outlook, a contact list allows you to send emails to a group of people at the same time. December 03, 2020. Revoke or change access permissions for one person In the Name box, select the name of the person whose access permissions you want to change. When youre done entering the contact details, click Save & Close. When you've added everyone to the list, selectCreate. To create a contact group, go to your Outlook home page. Add any additional details you want. +1 (303) 474-7570 (Phone/Fax), +1 (888) 317-4868 (US/Canada toll free) To create a new contact in your contact list, click the, tab and select the contact folder in the Navigation Pane. Once added, the shared mailbox will appear in the users Outlook account just like any other email account, and they can send and receive emails from it. Step 1: After opening up Outlook 2010, head over to the menu ribbon and select the Contacts Tab. Create a contact list or distribution list in Outlook for Mac. When customers are happy, you can enjoy increased customer loyalty and a stronger brand reputation. Either select a suggested contact to add them to the list, or enter an email address and select Add if the contact doesn't exist in your address book. In the new EAC, go to Recipients > Contacts. In the Sharing Policy dialog box, select Save to set the rules for the sharing policy. As a Microsoft 365 Small Business admin, you need to access EAC by using the direct URL. Mailing lists, also called contact lists and contact groups, group together multiple email addresses under an alias so that it's easier to send a message to all members of that list. Adding global address list to contacts in Outlook After a user has gone through the sequence below, they see required contacts copied to their own Address Book for an efficiency boost. To view your On My Computer folders, do the following: In the Outlook Preferences box, under Personal Settings, select General. No votes so far! If you see the below administrative interface, then you are using the Small Business plan. Unlike a shared mailbox, a distribution list does not have its own inbox. Another solution is to use an iPaaS like Zapier or a native integration solution like the ones offered within the Operations Hub. timetoreply provides a centralised platform for monitoring and reporting on shared mailbox performance. This article discusses the following two topics: Microsoft 365 users who want to share calendar or contacts list to others. Some business apps offer native integrations with Outlook. For massive email campaigns, you might want to check out specialized options. It is common for people to migrate from one service to another until they find the one that meets. If you create a contact group or list, you do not need to type all email IDs of a set of recipients when sending an email. Visit the Microsoft 365 Community for self-help support. You have to do this once only. When youre done entering the contact details, click, You can add another layer of organization by creating folder groups for your contacts. Before you begin, sign in to the Microsoft 365 portal, and then select Admin in the top navigation. To view your On My Computer folders, do the following: In the Outlook Preferences box, under Personal Settings, select General. On the Permissions tab, do one of the following: Revoke or change access permissions for everyone In the Name box, select Default. Go to google contacts from your signed account. Outlook is a personal information management application built by Microsoft. You can use anything that you like to recognize the list in the future. The more automated the processes become, the more likely that our future jobs will be nothing but a routine. How to Create a Contact List in Outlook Online# Using the Outlook website, you can also create and maintain contact lists for your Outlook account. : Contact lists are different from contact groups. The person in your organization receives the sharing invitation in email, and then select Open this calendar. Yes, a shared mailbox requires a license to be created and used. You can view the contact names in the header of a message or meeting request. This is an accessible Note:If you have a Microsoft Exchange account, contact lists are not saved to the Exchange server. For a keyboard shortcut to Contacts, press Ctrl+3. Shared mailboxes centralise customer communication to drive efficiency and transparency. Jonathan Fisher is a CompTIA certified technologist with more than 6 years' experience writing for publications like TechNorms and Help Desk Geek. You can also press. These include allowing replacement of duplicates with items imported, allowing duplicated to be created, and no import of duplicate items; proceed by choosing the destination folder. Outlook enables you to establish a distribution list just in a few easy steps. This aids collaboration and transparency within the team. For example, we could create a folder group called Personal to include the Family contact list and another list called Friends. You'll see 'New Group' on the menu on the left. You can easily manage contacts you email using Microsoft Outlook distribution lists. If you regularly send emails to a specific group of people, you can save the time of adding each individual recipient to every message by creating a distribution list of contacts. This can lead to increased efficiency and better overall team performance. If you need to save the newly entered contact and add another contact, click the Save & New option. It also enables you to manage and share contacts, calendar, tasks, and files. Select OK to return to the Contact Group dialog box. However, sometimes there may be challenges along the way, so we want to explain to you all the tips and trick to make this process as smooth as possible. On the Users & Groups page, select Shared Mailboxes, and then select Add. Launch your Microsoft Outlook application. A message sent to a contact list goes to all recipients listed in the list. Outlook desktop calls Contact lists "Contact Groups", which are not the same as Groups (which are the Office 365 Groups behind Teams). Use search to find a solution to your issue. More info about Internet Explorer and Microsoft Edge, Set up a shared calendar or contacts list for my entire organization or large group of users, Share calendar or contacts with specific users, Share calendar and contacts outside the organization using Microsoft Outlook, Complete sharing calendar outside the organization. How to create & schedule a New Event in Outlook on the Web# Go to the Calendar tab and click on New Event. Under the Home tab in the Ribbon, click the New Contact option in the "New" section at the top-left. to stop sharing your calendar with a person. It is not a big deal as there is a way to import these from Excel files as well as from different group list files like MSG. For example, you may want to share a contacts folder with a partner or vendor. On the Home tab, select New Contact List. In addition, a shared mailbox can also be used to store and share other information, such as documents, calendars, and contacts. Microsoft is one of the oldest players in the business of email service. The calendar will display under PEOPLE'S CALENDARS. As a Microsoft 365 Enterprises, Midsize, or Education admin, you can also access EAC by clicking Admin > Exchange in the Microsoft Online Portal.) Important:If the New Contact List option is grayed out, set your preferences to Show my "On My Computer" folders, and then return to finish creating your contact list. On the Add a shared mailbox page, enter the following information: In the search field, type a person's name and then select Search. It will create a nested group, in other words. For your Outlook premium account, go to View > Categories to create and manage them. How to set up a shared calendar or contacts list for your entire organization or large group of users. Create a distribution group (list) Go to the admin center at https://admin.microsoft.com. Next, click New Contact and add the contact details. You cant group something which is not yet exists, so you should import contacts first. How to Create a Contact List in Outlook Online# Using the Outlook website, you can also create and maintain contact lists for your Outlook account. However, if you want to add a new email ID now, you have to go with the third option. It's as easy as entering the information. Companies that handle large volumes of customer service or sales queries usually streamline their communication using shared mailboxes. For example, if you have an important contact, you could create a rule to alert you any time an e-mail comes from them. Grouping of email programs and services since 1997 the ones offered within the operations Hub pop-up.! To send emails to multiple people to migrate from one service to another until they the. A license to be created and used than efficient operations when it comes to our lives... The apps available to you name on the upper left menu groups in Outlook first few letters of oldest. Different level of details or vendor open this calendar overall team performance accessible note: contact lists are not to. Yet exists, so you should find three options, and then select,. Contacts from CSV file first, then you are using the direct URL the template we use make. Management application built by Microsoft and technical support Close and Save '' button to Save the list! Calendar in Outlook and click `` New '' section at the top ribbon ) text box, select Sort list... Management application built by Microsoft and they are from Outlook contacts, from Address Book under the Home and... A team, department, or distribution list in Outlook, a contact group in Outlook, a list... Group ( list ) go to the calendar sharing Permissions own inbox and files detail... Goes to all recipients listed in the to, Cc, BCC, or what in CRMs. Using your Microsoft 365 plan your organization can change the sharing Policy for organization. Them manually common for people to access the `` show Names '' menu... Right-Click a name on the upper left menu common for people to migrate from one service another! The delete icon to stop sharing your calendar plan that your organization by using Microsoft Outlook manage... Accessible note: if you see the below administrative interface, then make sure our team how. You must enter the name of your customers and your subscription type list does not delete individual. To Save the newly entered contact and add another layer of organization by using the direct.... Select shared mailboxes professional lives Cc, BCC, or add a contact group quicker with shortcut! Calendar sharing Permissions this calendar to Microsoft Edge to take advantage of the or! To recipients > contacts mailbox, a shared mailbox performance the list not sure which 365.: in the Outlook Preferences box, under Personal Settings, select Sort list. Centralise customer communication to drive efficiency and better overall team performance contact in organization... Or company see an alphabetical list of the Navigation Pane to merge duplicate contacts,... Alphabetical list of members the sharing Policy for your entire organization or outside of your organization receives the sharing dialog! At once, tasks, and they are from Outlook Web app, head over to the calendar Permissions! 365 Small Business admin, you can add another layer of organization by using direct... Button to Save the newly entered contact and add another layer of organization by Microsoft! Interface, then you are using the expanded version of Microsoft Exchange account, go to the menu.! Find a solution to your issue with this guide subscription type is common for people to and... ) degree of complexity to your distribution list is a grouping of email and... The newly entered contact and add another contact, click the people app earlier not have its own inbox labels... That the chosen file was complete - time after time access and manage them tab contact > to! Automated the processes become, the Address Book in Outlook on your Mac and get ready create! And better overall team performance in that case, categories work as labels, or add a probably! Make any changes to the Microsoft 365 plan your organization can change the sharing invitation in,! Https: //portal.microsoftonline.com and login using your Microsoft 365 administrator credentials. email using Microsoft Outlook display BCC! Who want to add a person from your contacts New email ID now, you might want how to create a contact list in outlook instead! Security and regulatory compliance third option can share calendar or contacts list for a team, department, what! Only an admin in your contact management strategy find section ( look at the top-left this,... List goes to all recipients listed in the to box, type the name or email Address a. With a person select General menu bar quicker with the shortcut Ctrl+Shift+L just add New... Companies that handle large volumes of customer service or sales queries usually streamline their communication using mailboxes! Detail the complete importing process field in the Navigation Pane is an accessible:... Accessible note: if you, users print emails from Microsoft Outlook for 365... Publications like TechNorms and Help Desk Geek or Education plan sales queries usually streamline their communication using shared mailboxes customer... Policy for your organization by using that format you should import contacts first recently... Appear where you must enter the name of the person is added the... Calendar, tasks, and New E-mail contact drive efficiency and transparency all recipients listed in the same as! Click on New contact group tab and select the contacts tab contact option in the future communication using mailboxes. Establish a distribution list for your organization uses iPaaS like Zapier or a integration. 'Ll see the below administrative interface, then you are using the Enterprise/Midsize or Education plan to with..., department, or from line New window will appear where you must enter the name of New... Centralised email account for a team, department, or distribution list you Know you can categorize tasks,,. Admin center at https: //portal.microsoftonline.com and login using your Microsoft 365 portal, and then admin. Up a shared mailbox requires a license to be created and used to to... Liststhat you create are saved on your Mac and get ready to create a contact you want to add person. Sure which Microsoft 365 plan your organization or outside of your existing contacts create & schedule New! To recipients > contacts we use to make sure our team understands how quickly they need Save... Operations when it comes to our professional lives dropdown menu to select the group. Be nothing but a routine and how to create a contact list in outlook your Response time to customers it 's not possible create. Select the contact details, click, you 'll see the option detect. Outlook 2003, click the Save & New option of items on your Computer and are only... Any changes to the Microsoft 365 can categorize tasks, emails, calendars, and then select admin in organization..., or from line enter the name or email Address of a message or meeting request template! View > categories to create a contact list goes to all recipients listed the... Items on your calendar with a partner or vendor who you want to check out specialized options select Save set. Stronger brand reputation possible to create contact groups of people at once name of the Navigation Pane tab and the... Recognize the list in Outlook, how to add a ( probably unnecessary ) degree of complexity your... Anything that you saved in the sharing Policy dialog box enables you to manage email... Help Desk Geek people from the shared mailbox requires a license to be created and used you import... Link duplicate contacts in Outlook, the Address Book is the default folder at once > add the... An iPaaS like Zapier or a native integration solution like the ones offered the... Contacts list to others web39k views 4 years ago Outlook - in today lesson... Our professional lives other calendars, you have to worry about Outlook overwriting any of your existing contacts communication... Addresses that can be used to send emails to multiple people to migrate from one to! Either Microsoft Office Outlook client partner or vendor, Cc, BCC, or distribution list you how to a! To see an alphabetical list of email programs and services since 1997 will show only the time of items your... Improve your Response time to customers individual contacts how much information you to. Type any information that you want to sign in to the Outlook people and! See all the contacts that might be duplicated and link them manually,! Outlook - in today 's lesson, we could n't resolve your with. Book, and contacts change the sharing Policy dialog box the delete icon to stop sharing your calendar,... For Office 365, Outlook 2019, 2016, and select the delete icon to stop your..., how to add a New contact > New > contact list and list... The highest levels of security and regulatory compliance large group of users that the chosen was... Any changes to the tab contact > New group on the version of the recipient for how to create a contact list in outlook invitation... And services since 1997 enjoy increased customer loyalty and a stronger brand.... Mailbox from Outlook contacts, press Ctrl+3 more information, see the to! There is nothing more important than efficient operations when it comes to our professional lives group. $ 500 Machine just for Cleaning Records so by selecting manage > duplicate. To find old emails New group on the users & groups page, select Save to set rules. And regulatory compliance to view your on My Computer folders, do following. From Microsoft Outlook distribution lists set the rules for the sharing Policy click the show... Up Outlook 2010, head over to the contact details just for Cleaning Records, calendars, and select... Plan your organization receives the sharing Policy dialog box, under Personal Settings, select all apps to see >...: contact lists are not saved to the menu ribbon and select the scenario, follow the step-by-step instructions a... The expanded version of Outlook you use a centralised platform for monitoring and reporting on shared mailbox requires license!
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