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Setting up a Microsoft Office 365 shared mailbox in Bp Event

The following settings must be made for a shared mailbox:

  1. Define settings in the Microsoft Exchange Admin Centre (create mailboxes)
  2. Create an email server for Office 365 with OAuth2.0 authentication in Bp Event
  3. Create user group in Bp Event with two email accounts:
    - An e-mail account is intended for receiving emails. A shared mailbox
      Example: info@ is entered.
    - The second email account is intended for sending e-mails (delegated user).
     Example: john.doe@
    Note: The delegated user requires a full licence and is stored in the Exchange Admin Center.
  4. Link the email accounts with Microsoft 365.

  • Making settings in the Microsoft Exchange Admin Centre

    A user mailbox and an shared mailbox (info@) are set up in the Exchange Admin Centre. The recipient type is defined either as a user mailbox (max.mustermann@) or as an shared mailbox. A delegated user is stored for the shared mailbox (real licence), which grants the deputy access authorisation. The deputy can use this mailbox in the same way as their personal mailbox.

    Further information on shared mailboxes

  • Create an email server of the type Microsoft 365
    1. Go to the Administration  Administration tab in the function bar and select Administrationexpand Settings > Administration  General settings > E Mail Emails.
    2. Click on neu New to add an email server.
    3. Enter a unique, self-explanatory Name for the email server.
    4. Enter an OAuth 2.0 Sync Server.
      Note: If you use the OAuth procedure for authentication on the email server, a corresponding sync server must be set up.
    5. Enter the IP address / DNS name of the server dedicated to sending emails in the Outgoing mail server field.
      Note: Enter individual ports in IP:Port format (e.g. 127.0.0.1:25).
    6. Select SMTP encryption if necessary:
      a) Automatic (TLS)
      b) none
      c) SSL
    7. Tick SMTP authentication if required.
    8. Tick Send via server if emails must be sent from the IP address of the server in your system environment (exceptional case).
      Note: By default, emails are sent from the IP address of the Bp Event Client.
    9. Select a Type (receipt log)
      a) POP 3
      The emails are downloaded from the email server and can be deleted from the server immediately. If the emails are downloaded to another device, it is not possible to determine which emails have already been read or edited.
      b) IMAP
      The emails remain on the email server and are only synchronised. Emails that have been read or edited are also displayed on other devices. Individual mailbox folders can also be synchronised.
      c) IMAP Download
      Emails are downloaded from the email server using the IMAP protocol (similar to POP3).
    10. Activate the SSL/TLS encryption if the incoming mail server supports this.
    11. Set an individual Recycle bin folder (only possible with IMAP).
    12. Set an individual Spam folder (only possible with IMAP).
    13. Set a Sent folder if emails sent to the email server are to be displayed (only possible with IMAP).
    14. To delete emails directly from the server after loading, tick Delete emails after loading (only possible with POP 3).
    15. Specify the number of days after which the emails should be deleted in the Delete after column (only possible with POP 3).
    16. Speichern Save the settings.
  • Create a new user group in Bp Event
    1. Gehen in der Funktionsleiste auf den Reiter Administration Administration > Users Benutzerverwaltung > Gruppen Benutzergruppen > New Neuanlage.
    2. Enter a unique group name
      Example: Name of the group mailbox (Info@)
    3. Zur Differenzierung verschiedenster Benutzergruppen, empfehlen wir eine Beschreibung der Gruppe.
    4. Wechseln Sie zum Reiter e Mail Konto E-Mail-Konto und fügen Sie über New zwei Konten zum Empfangen und Senden von E-Mails zu. 
  • Create an e-mail account for sending (delegated user)

    Note: A delegated user is authorised to retrieve the emails; an Exchange Online licence is required for this user.

    1. Enter the e-mail address of the delegated mail account in the field account user
      Example: max.mustermann@
    2. Enter the e-mail address of the shared mailbox in the Mail address field.
      Example info@
    3. Enter the display name for the recipient in the Alias field.
    4. Tick the column Senden to enable email delivery.
    5. Click on Connect.
      The Microsoft Entra-ID login dialogue opens.
    6. Log in with the access data of the delegated user.
    7. Then confirm the message "A window has opened in your default web browser" in Bp Event. Now grant Bp Event the right to access your account on the server" with Authorisation granted.
    8. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.

    Read more about Email setup