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Admin: Configure Shared or Delegate Mailboxes CloudExtend Outlook for NetSuite NextGen
Admin: Configure Shared or Delegate Mailboxes CloudExtend Outlook for NetSuite NextGen

Outlook NextGen | Learn how to use CloudExtend on Shared or Delegate Mailboxes

Updated over a week ago

CloudExtend Outlook for NetSuite is available to all subscribers who have a version of Outlook that supports add-ins on Shared and Delegate mailboxes. Once a user has installed CloudExtend on their own mailbox it will appear when working in a shared or delegate mailbox as well.

  • One-Time Save Method will be working in your Personal and Shared or Delegate Mailbox

  • Autopilot will require a CloudExtend license


  • A CloudExtend license is assigned to the Shared or Delegate mailbox

  • A Microsoft 365 subscription

  • Outlook desktop app with November 2019 build or later

  • Outlook on the web (via

  • Admin-configured shared mailbox

⚠️Note: The shared mailbox cannot be added by the Outlook user alone, it has to be deployed properly by the Microsoft Admin with these guidelines)

Configration Steps

Step 1: Allocate License using the Shared Mailbox email address.

Step 2: Admin to check Autopilot configuration needed by organization. See the best practice for using One-Time and Autopilot.

Step 3: Check with user if CloudExtend is working in their Shared or Delegarated mailbox.

Since the Autopilot will be enabled in Shared or Delegate Mailbox:

  • Inform users to be careful in choosing the Autopilot feature.

  • Share article to best practices to use Autopilot in Shared Mailbox.

  • Admin can restrict users in using Autopilot the Shared mailbox. See this article.

What is a Shared or Delegated mailbox in Outlook?

Shared Mailboxes in Outlook are used so that it is easy for a group of people in a department to monitor a given inbox and send emails from a public alias.

For example:

  • Support team or Customer Success team in a company would want to send responses from a public email but also give access to that inbox to all members of the team. A shared Mailbox can be used in such cases.

Delegates are used in Outlook when you want to delegate a part of your day-to-day work with your Outlook mail or calendar or notes or tasks to someone else in your organization so that they can handle that part of the work.

For example:

  • A CEO can give delegate access to his Personal Assistant with a permission level set to Respond to meeting invites on his behalf.

  • He can also give access to his Inbox so that he can read and respond on CEO’s behalf.

Similar to having an assistant who helps you manage your incoming paper mail, another person, known as a delegate, can receive and respond to email messages and meeting requests and responses on your behalf. You can also grant the delegate additional permissions to read, create, or change items in your Microsoft Exchange Server mailbox.

Use Cloudextend in your Shared or Delegate Mailbox

Once you switch to Shared Mailbox and log in to the app, the app will detect that you are working with a Shared or Delegate Mailbox and that is displayed to you at all times be it the Welcome screen or Contextual screen.

You will be able to do all operations that you can do with your Personal inbox with Shared Mailbox and Delegate mailbox as well.

  • You can associate records using Onetime or use the Autopilot functionality.

  • Autopilot will work provided your Admin has enabled Email and Thread Autopilot for the Shared or Delegate Mailbox email ID.

As this is a Shared Mailbox, if someone else has associated the mail, other people having access to the Shared Mailbox can see the associated records with the purple icon as shown below. This would avoid the same mail being associated with NetSuite records again and creating duplicates.

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