Connecting to Shared Mailbox of sub domain

[Sharuk]

Hi Reader,

I've 2 Shared Mailboxes, i.e. abc@ite.contoso.com and xyz@contoso.com in my tenant(contoso.com)

and I want to forward some attachments to SAP mailbox (i.e. sapemail@r1p.contoso.com) whenever an email gets into the above mentioned email boxes and I want to configure the flows using (svc@contoso.com)

but I'm totally confused how to create as they were completely in different domains. some of questions were!

1. how to configure a flow for the mentioned email ids (abc@ite.contoso.com & xyz@contoso.com) can both of them can be configured under contoso.com or it has to be configured under ite.contoso.com?

2. somewhere I heard, it is not possible to access ite.contoso.com using contoso.com since svc@contoso.com is not the part of ite.contoso.com! is it correct ? 

3. I'm thinking write some info into SharePoint lists, if both (abc@ite.contoso.com & xyz@contoso.com) are different then we have to create 2 different SharePoint sites and 2 different flows for each in ite.contoso.com and contoso.com ? 

4. can flow is capable to forward the emails to 1 domain to another domain ? i.e. abc@ite.contoso.com (shared mailbox in ite environment) to sapemail@r1p.contoso.com (sap mail in r1p contoso.com) 

any thoughts ?

[v-duann-msft]

Hi @Sharuk 

Thank you for posting.

According to your description, you have several concerns related to shared mailbox with different domains.

First of all, as long as you have verified all these different domains within your O365 tenant. The mentioned accounts are all internal accounts even though they has different suffix names.

It looks like they are all located your O365 tenant. So you have 3 different domains verified in your O365 tenant.

Target mailbox: sapemail@r1p.contoso.com

Source shared mailboxes: abc@ite.contoso.com & xyz@contoso.com

Flow owner : svc@contoso.com

1.how to configure a flow for the mentioned email ids (abc@ite.contoso.com & xyz@contoso.com) can both of them can be configured under contoso.com or it has to be configured under ite.contoso.com?

We should create two flow for each of them as this trigger can only be applied to one individual shared mailbox. Since the flow owner is <svc@contoso.com>, we should assign full-access permission of these two shared accounts to svc account in advance.

https://docs.microsoft.com/en-us/connectors/office365/#when-a-new-email-arrives-in-a-shared-mailbox-...

https://docs.microsoft.com/en-us/exchange/recipients-in-exchange-online/manage-permissions-for-recip...

2.somewhere I heard, it is not possible to access ite.contoso.com using contoso.com since svc@contoso.com is not the part of ite.contoso.com! is it correct ? 

No. Actually, the access capability has nothing to do with domain suffix. As long as <contoso.com> has full access permission of <ite.contoso.com>, it’s definitely possible to access. One more thing needs to pay attention is user mailbox can access user mailbox as well as shared mailbox no matter what is its domain name. However, it’s recommend use shared mailbox to access another shared mailbox.

3.I'm thinking write some info into SharePoint lists, if both (abc@ite.contoso.com & xyz@contoso.com) are different then we have to create 2 different SharePoint sites and 2 different flows for each in ite.contoso.com and contoso.com ?

Yes, but it’s not because they have different domains but due to they are two different accounts.

4.can flow is capable to forward the emails to 1 domain to another domain ? i.e. abc@ite.contoso.com (shared mailbox in ite environment) to sapemail@r1p.contoso.com (sap mail in r1p contoso.com)

Yes, it’s absolutely possible. Here is how flow is configured.

Hope the content above may help you.

Best regards,

Anna

[Sharuk]

@v-duann-msft , Thank you for your info.

i got to know that  abc@ite.contoso.com is configured in another tenant where xyz@contoso.com  in another , not in the same tenant .

then is there a possibility to configure the flows under (contoso.com) can access to ite.contoso.com and can write & read the info ?

or do we need to create separate accounts like below ?
flow owner : svc@contoso.com , mail: xyz@contoso.com under contoso tenant 

flow owner : svc@ite.contoso.com , mail: abc@ite.contoso.com under ite.contoso tenant 

[v-duann-msft · Accepted solution]

Hi @Sharuk 

Thank you for your confirmation.

If they are located in different tenants, I'm afraid it's impossible to access that shared mailbox across organization. This is by design behavior based on O365 exchange security mechanism. 

https://docs.microsoft.com/en-us/microsoft-365/admin/add-users/give-mailbox-permissions-to-another-u...

As I clarified before, the full access permission is necessary for using shared mailbox. Since you can't assign permission to external, I believe it's not feasible for your scenario.

Sorry for the inconvenience caused and thank you very much for your understanding.

Please click Accept as Solution if my post is helpful to you. This will help others find solutions to similar questions. If you like my post and/or find it helpful, please consider giving it a Thumbs Up.

Best regards,

Anna