Create a shared Microsoft 365 mailbox for employees to contact the AI Assistant. After you create the mailbox, you can connect it to the Outlook channel in Applaud.
Examples of shared mailbox addresses include:
- hr@yourcompany.com
- askhr@yourcompany.com
- benefits@yourcompany.com
For information about supported mailbox types, see Supported mailbox types.
Before you begin
Make sure that:
- Prepare Microsoft Entra for the Outlook channel
- Grant Microsoft administrator consent for the Outlook channel
- Your organization uses Exchange Online.
- You know the email address you want employees to use.
Create the shared mailbox
- Sign in to the Microsoft 365 admin center.
- Go to Teams & groups > Shared mailboxes.
- Select Add a shared mailbox.
- Enter the mailbox details:
- Name – Enter the display name that employees will recognize.
- Email address – Enter the email address employees will use to contact AI Assistant.
- Select Create.
Note: Create shared mailboxes in the Microsoft 365 admin center or Exchange Admin Center. Don't create shared mailboxes directly in Microsoft Entra ID.
Verify the mailbox
After you create the mailbox, verify that:
- The shared mailbox appears in Microsoft 365.
- The email address is correct.
- The mailbox is ready to connect to the Outlook channel.
Optional: Add mailbox members
If HR team members need to monitor or manage email directly in Outlook, add them as members of the shared mailbox in Microsoft 365.
Mailbox members can access the shared mailbox based on the permissions assigned to them.
Note: Adding mailbox members in Microsoft 365 doesn't grant Applaud access to the mailbox. Applaud accesses shared mailboxes using the permissions granted when you configure the Outlook channel.