Microsoft 365 Shared Mailbox contacts

Shared mailboxes are suitable for sharing data between users and assigning authorisations to users or user groups.

As in other mailboxes, contacts can also be stored here. The XPhone Connect Directory offers the option of connecting such contact folders and making them available in the connected client applications/interfaces.

In addition to the shared mailboxes specifically available in Microsoft 365, user mailboxes can also be shared and connected as described here.

Requirements

The XPhone Connect Directory must have access to the Internet for this data source.

Configuration

Each mailbox requires a corresponding Microsoft 365 license.

1. Basic settings

First, configure the Basic settings.

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XPhone Connect Directory accesses the contact data via an interface called Graph API. To do this, an Azure app must be created with the necessary rights. This app is created automatically by the setup wizard:

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The generation and authorisations of the application can be controlled via the Microsoft Entra Admin Center (by clicking on the link in the app generation box):

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The rights granted are displayed under API permissions:

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Attention

This initially gives the data source unrestricted access to all contact data in this mailbox. Restrict the rights as required.

3. M365 shared folder

Enter the name of the mailbox (e-mail address) and display the existing folders. Select the desired folder. The contents of the folder can be checked via “Show entries”:

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4. Phone number conversion

Configure the Telephone number conversion.

5. Authorization

Under Authorisations, restrict access to the data source according to your needs. As you are using the Microsoft 365 platform, it is recommended that you also control the authorisations via Microsoft 365 groups. Microsoft 365 groups, Teams groups and security groups can be used. Please note that you need to configure this under Cloud Connection/Microsoft 365.

All further information on authorisations can be found here Authorisation.

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Hint

  • The so-called MailEnabledSecurityGroups are particularly suitable for access control, as these also regulate access to the shared mailbox in Microsoft 365. This means that the authorisations are always consistent both in Microsoft 365 and in the directory clients.

  • Please note that users who are to have access to the data source must be Members of the group. The Owner role is not sufficient.

  • When testing and changing the group configuration, please note that changes to the group membership only take effect when the user’s Entra ID Access Token becomes invalid and must be renewed. This may take some time. Log the user out of all applications in the Teams client so that the access token becomes invalid and the changes take effect immediately. Closing the Teams application has no effect on this.

6. priority

Configure the Priority.

7. Proximity search

Configure the Approximation search.

8. Overview

Complete the configuration of the data source with Overview.

Operating principle

Once the data source has been set up, the contact data is read into the internal index of the directory. Depending on the number of data records, this can take several hours, as the number of accesses to the Microsoft 365 applications via the API is limited. Images additionally extend the duration of the initial synchronisation. The tooltip in the infook symbol of the data source shows the status. After the complete import, only changes to the contact data are queried.

Technotes

Set up a shared mailbox in the Exchange admin

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Microsoft clients for accessing contacts in shared mailboxes

Access is possible via the Outlook desktop application. The web app (including the PWA version) does not provide access to these contact folders.

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Suggestions for improvement welcome

Have you discovered an error on this page or found an unclear formulation?
Please send your comments and suggestions for improvement to doku@c4b.de.
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