MailCalm Shared Mailbox Setup Guide

This guide explains how to prepare a Microsoft 365 shared mailbox for MailCalm.

What you will need

You will need:

• A Microsoft 365 shared mailbox
• A Microsoft user account that can access it
• Permission to manage shared mailbox access
• Full Access permission for the signed-in user
• Send As permission for the signed-in user

1. Confirm the shared mailbox exists

Open Microsoft 365 Admin Center.

Go to the shared mailbox area and confirm that the mailbox MailCalm will manage already exists.

Example:

support@company.com

MailCalm does not create the shared mailbox itself.

2. Choose the Microsoft account MailCalm will use

MailCalm signs in through a normal Microsoft user account.

That account must already have access to the shared mailbox.

Use an account that:

• belongs to the same Microsoft 365 organisation
• can open the shared mailbox in Outlook
• has the required mailbox permissions
• will remain active while MailCalm is in use

3. Grant Full Access

In Microsoft 365 Admin Center:

1. Open the shared mailbox.
2. Open mailbox delegation or permissions.
3. Find Full Access.
4. Add the Microsoft user who will sign in to MailCalm.
5. Save the change.

Full Access allows MailCalm to read and manage the shared mailbox.

4. Grant Send As

In the same mailbox permissions area:

1. Find Send As.
2. Add the same Microsoft user.
3. Save the change.

Send As allows MailCalm to send routed emails from the shared mailbox address.

Without this permission, MailCalm may be able to read the mailbox but will fail when it checks whether it can send from it.

5. Wait for Microsoft to apply the permissions

Microsoft permission changes are not always immediate.

Allow approximately 5–30 minutes for the changes to apply.

In some organisations, it may take longer.

6. Confirm access in Outlook

Before continuing with MailCalm, sign in to Outlook with the same Microsoft user.

Confirm that the shared mailbox can be opened and viewed.

If Outlook cannot access the mailbox, MailCalm will not be able to access it either.

7. Select the mailbox in MailCalm

During the MailCalm setup wizard:

1. Sign in with the Microsoft user that has access to the shared mailbox.
2. Continue to Which inbox should MailCalm manage?
3. Select the shared mailbox if it appears.
4. If it is not listed, enter the shared mailbox email address manually.

Example:

support@company.com

8. Finish setup

When you click Finish, MailCalm will:

• confirm that it can access the selected mailbox
• create the Allocated folder if that option is enabled
• test whether the signed-in account can send from the shared mailbox
• open in Test mode

If MailCalm cannot access the mailbox

Check that:

• the mailbox address is correct
• the signed-in user has Full Access
• the mailbox belongs to the same Microsoft organisation
• the permissions have had time to apply
• the user can open the mailbox in Outlook

If MailCalm can read but cannot send

This normally means Send As permission is missing or has not yet applied.

Return to Microsoft 365 Admin Center and confirm that the signed-in user has Send As permission for the shared mailbox.

Wait for the change to apply, then sign in again and retry setup.

Allocated folder

If Move routed emails into the Allocated folder is enabled, MailCalm creates:

Inbox / Allocated

This folder is used to keep routed emails separate from new inbox traffic.

If the folder already exists, MailCalm uses the existing folder.

Test mode first

MailCalm opens in Test mode after setup.

In Test mode, MailCalm can show who would receive each email without:

• forwarding it
• moving it
• marking it
• renaming the subject

Keep Test mode on until you have confirmed that the mailbox, routing people and rules are working as expected.