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How to Stop Microsoft 365 Shared Mailbox Meeting Notifications in Personal Mailboxes
Question details
Staff members with Send As and Receive As permissions are receiving unwanted meeting acceptance and decline notifications for a shared mailbox in their personal inboxes.
- Product
- Microsoft 365
- Device & OS
- not provided
- Scenario
- Managing meeting invitations and calendar responses for a shared mailbox without cluttering the personal inboxes of delegated staff.
- Observed behavior
- Meeting acceptances, declines, and responses meant for the shared mailbox are being improperly routed or forwarded to the personal mailboxes of users with delegate permissions.
Ensure you have Exchange Administrator credentials and the Exchange Online PowerShell module installed before attempting to modify mailbox calendar processing settings.
Configure Calendar Processing via Exchange Online PowerShell
Use the Set-CalendarProcessing cmdlet to remove forwarded meeting notifications centrally.
This is the official administrative solution to prevent Exchange from automatically forwarding shared mailbox meeting responses to delegates.
Open PowerShell as an Administrator and connect to Exchange Online using the command: Connect-ExchangeOnline.
Run the following command, replacing 'shared-mailbox-name' with your actual mailbox identity: Set-CalendarProcessing -Identity "shared-mailbox-name" -RemoveForwardedMeetingNotifications $true -AutomateProcessing AutoUpdate.
Verify the changes by reviewing the mailbox's calendar processing configuration using the Get-CalendarProcessing cmdlet.
Create an Individual Inbox Rule in Outlook
Create a local inbox rule as a temporary workaround to automatically move these notifications to a specific folder.
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Frequently Asked Questions
Why do I get shared mailbox meeting responses in my personal inbox?
This usually happens when you have 'Send As' or delegate permissions for the shared mailbox, and Exchange is configured by default to forward meeting notifications to delegates for processing.
Does RemoveForwardedMeetingNotifications take effect immediately?
Changes made via Exchange Online PowerShell can take some time to fully propagate through Microsoft 365 services. It is recommended to wait a few hours before testing.
Can I stop these notifications without admin rights?
Without Exchange Administrator rights, you cannot change the central calendar processing settings. You will need to rely on setting up local Outlook Inbox rules to filter out and manage the notifications.
