Share a mailbox

I need to give Priya in HR access to the recruiting mailbox for the week. Share the Recruiting mailbox with Priya Shah so she can read and reply to messages; grant full access and Send As rights, and confirm she can see the mailbox in her folder list before Monday morning because hiring needs responses by then.

Before I share the recruiting mailbox with Priya, make access obvious and low-friction. Put a short note in the invite explaining her level of access and how to switch to the mailbox, surface any folders with confidential threads she should avoid, and highlight whether she will be sending as the mailbox or on behalf of it. Flag any calendar items or rules that could route messages unexpectedly to her view.

I added Priya Shah to the Recruiting mailbox and granted Send As, but she reports the mailbox isn’t appearing in her account today. I’m worried she won’t be able to respond to candidates and we’ll miss interview slots. I don’t know if she needs to restart the app, wait for propagation, or if I missed a permission checkbox. What step should I take right now to get her access working before Monday?

Every hiring sprint I waste hours enabling and disabling access to the Recruiting mailbox for short-term cover: permissions get set wrong, people can’t see the folder, or they accidentally send from the wrong identity. What recurring process or habit change will stop these last-minute firefights — a checklist, a standard temporary-access role, or a shared inbox rotation — and how should I implement it so it takes under five minutes each time?