Making sure I'm setting up this group (or shared mailbox) correctly?

[thecomputerguy]

Insurance client

Client requests payments@contoso.com

This email will serve as a location for their carriers to send payment receipts to.

Originally he wanted all agents to receive a copy of the payment receipt.

Ok, that's easy, it's going to be an Org-wide Team with external sending enabled and copies of mail get forwarded to all members. I explained the redundancy in this meaning that if a payment is made to a commercial account then EVERYONE including personal lines people will get it.

He then asked about using a shared mailbox instead.

I explained that doing it this way would allow any member to delete any payment mail for everyone, since permissions would be read/manage. Additionally as far as I am aware there is no way to create an auto-expanding shared mailbox. By this meaning new members are auto-added and old members are auto removed similar to an Org-Wide Team. Meaning adding/removing a member would be manual ... every time. Am I correct about this?

I then explained that we could use a Team/Group and just have people click the Groups arrow in their Outlook and check it there. This would also protect the mail as only Owners are allowed to delete mail out of there.

He didn't like that they had to click Groups and ultimately we ended up at the original conclusion of an Org-Wide team with external sending enabled and everything gets forwarded to everyone.

Is there any other better way to do this?

 

[Sky-Knight]

You are correct. Dynamic Group functionality is limited to M365 Groups. Shared Mailboxes are a dedicated mailbox, with permissions applied that grant further access. Changes to these permissions is manual, either via admin UI or power shell and as far as I know cannot be group based.

 

[thecomputerguy]

You are correct. Dynamic Group functionality is limited to M365 Groups. Shared Mailboxes are a dedicated mailbox, with permissions applied that grant further access. Changes to these permissions is manual, either via admin UI or power shell and as far as I know cannot be group based.

Okay, so I was right then .

The best option for a dynamic group is what I did and either check the group inbox via groups and forward messages to members. Not sure why checking the group inbox in Outlook is such a big deal. Now the same email goes out to 15 different people ... relevant or irrelevant. Whatever... not my company.

Or create a bunch of manual BS work for myself via shared inboxes.

Thanks

 

[Sky-Knight]

Okay, so I was right then .

The best option for a dynamic group is what I did and either check the group inbox via groups and forward messages to members. Not sure why checking the group inbox in Outlook is such a big deal. Now the same email goes out to 15 different people ... relevant or irrelevant. Whatever... not my company.

Or create a bunch of manual BS work for myself via shared inboxes.

Thanks

It sounds to me like he really wants a distribution list, and you want a Dynamic Distribution Group

Create and manage dynamic distribution groups in Exchange Online

Dynamic distribution groups are mail-enabled Active Directory group objects that are created to expedite the mass sending of email messages and other information within a Microsoft Exchange organization.

learn.microsoft.com

If you still want the shared mailbox for whatever reason, you make it, have everyone email to it, then forward all email it gets to the group.

Some people really do not like the group mail-flow process... I'm one of them. It's very much an out of sight out of mind thing.

 

[thecomputerguy]

It sounds to me like he really wants a distribution list, and you want a Dynamic Distribution Group

Create and manage dynamic distribution groups in Exchange Online

Dynamic distribution groups are mail-enabled Active Directory group objects that are created to expedite the mass sending of email messages and other information within a Microsoft Exchange organization.

learn.microsoft.com

If you still want the shared mailbox for whatever reason, you make it, have everyone email to it, then forward all email it gets to the group.

Some people really do not like the group mail-flow process... I'm one of them. It's very much an out of sight out of mind thing.

Also a good option but this is a brand new company and having the option of collaboration through the payments@ team might open options in the future to be able to utilize SharePoint for some file collaboration within the team.

The way I set it up can always be dismantled for a dynamic distribution list.

They were going to funnel these payments through their internal only staff@ team meaning I'd have to open that team to external senders and I told him that was a good way to open an internal only team up to future spam, and to just keep that golden team as internal only.