Shared mailboxes in Exchange Online are powerful tools for collaboration, allowing multiple users to access and manage a single mailbox. However, by default, the display name of a shared mailbox is the same as the user who created it. But what if you want to change this display name? Let's delve into how you can modify it to better suit your needs.
Keeping a consistent and recognizable display name across all shared mailboxes can greatly improve user experience and obedience. So, let's explore how to change the display name of a shared mailbox in Exchange Online.
Understanding the Display Name in Exchange Online
The display name in a shared mailbox is the name that Exchange users see when they view the shared mailbox in their global address list or when they send a message to or receive a message from the shared mailbox. Changing the display name can help make the mailbox more easily identifiable.
The display name you set is also used as the 'From' name when sending messages from the shared mailbox. This can be particularly useful in customer-facing situations where you want to control the representation of your organization to external parties.
Accessing the Exchange Admin Center
Before you start, ensure you have the appropriate permissions in your Exchange admin center (EAC). You'll need to be an administrator or have the Exchange administrator role. To access the EAC, sign in to your Exchange Online portal using your admin credentials.
Once you've logged in, you'll be presented with a dashboard containing various settings. Familiarizing yourself with this interface will be crucial in managing your Exchange Online environment effectively.
Changing the Display Name of a Shared Mailbox
Now that you're in the Exchange Admin Center, let's proceed to change the display name of a shared mailbox. Navigate to the 'recipients' section and select 'shared'. Here, you should see a list of all shared mailboxes in your organization.
Click on the shared mailbox you want to modify, then select 'edit'. This will open up the mailbox properties where you can find the 'name' field. Here, you can alter the display name to something more suitable.
Verifying the Changes
After modifying the display name, click 'save' to apply the changes. Before closing the window, ensure that the new display name appears correctly. Once satisfied, you can close the properties window.
To verify the change, log in to the shared mailbox. The new display name should now be visible in the address book and on email messages sent from this mailbox.
Reverting or Additional Changes
If you want to revert the changes or make further modifications, simply repeat the process. However, do so with caution to prevent any disruption to existing workflows or communications.
Remember, the display name change will only apply to the shared mailbox itself. If users have existing email addresses that were sent to the old display name, these will still function until manually updated.
Lastly, ensuring consistency in your display names can significantly enhance user experience and credibility. Consider setting up a policy or guide for managing shared mailbox display names to maintain this consistency.