check before: 2025-05-26
Product:
Exchange, Planner, Teams
Platform:
Online, Web, World tenant
Status:
Change type:
Admin impact
Links:
Details:
Summary:
Shared mailbox users will no longer be able to add or edit tasks, upload attachments, or add comments in Microsoft Planner due to permission model limitations. A temporary workaround is available but will be phased out in 30 days. Convert shared mailboxes to user mailboxes for uninterrupted functionality. Instructions are provided.
Details:
We are reaching out to inform you of an upcoming change affecting users who access Microsoft Planner through shared mailboxes.
Due to underlying permission model limitations, shared mailbox accounts will no longer be able to perform the following actions in Planner (in both Teams & Web):
Add or edit tasks and task fields (like Due date, Start date, Assignment etc.)
Upload attachments
Add task comments
Although a temporary workaround is available to enable limited task editing capabilities for shared mailbox users, it is not a long-term solution and will be phased out in the next 30 days. Please note that the restricted behavior has already been in effect for the past several months.
To ensure uninterrupted Planner functionality, we recommend that affected users be assigned user mailboxes instead of shared mailboxes. This will allow them to fully interact with Planner tasks and related group features without encountering access issues.
Instructions on how to convert a shared mailbox to a user mailbox can be found here: Convert a mailbox in Exchange Online
If your team needs more time to complete the conversion, please reach out to us-we can enable the temporary workaround for you on request.
We understand this may impact your workflow and appreciate your understanding as we work to align Planner access with Microsoft 365 supported configurations.
Action Required:
Review and update mailbox types for any users who need to continue using Planner with full functionality.
Change Category:
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Scope:
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Release Phase:
Created:
2025-04-29
updated:
2025-04-29
Task Type
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Docu to Check
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MS Preperations
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MS Urgency
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MS workload name
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summary for non-techies**
Microsoft Planner users with shared mailboxes will no longer be able to add or edit tasks, upload attachments, or leave comments, and it is recommended to convert shared mailboxes into user mailboxes for full functionality.
Direct effects for Operations**
Loss of Task Management Capabilities
Shared mailbox users will be unable to add or edit tasks, upload attachments, or add comments in Microsoft Planner, severely limiting their ability to manage projects effectively.
- roles: Project Managers, Team Members
- references: https://learn.microsoft.com/en-us/exchange/recipients-in-exchange-online/manage-user-mailboxes/convert-a-mailbox
Workflow Disruption
The inability to perform essential task management functions will disrupt ongoing projects and workflows, leading to potential delays and miscommunication among team members.
- roles: Project Managers, Team Members
- references: https://learn.microsoft.com/en-us/exchange/recipients-in-exchange-online/manage-user-mailboxes/convert-a_mailbox
Increased Support Requests
Users may experience confusion and frustration due to the sudden change, leading to an increase in support requests for assistance with mailbox conversions and workarounds.
- roles: IT Support Staff, End Users
- references: https://learn.microsoft.com/en-us/exchange/recipients-in-exchange-online/manage-user-mailboxes/convert-a_mailbox
Temporary Workaround Limitations
The temporary workaround for limited task editing will be phased out in 30 days, leaving users without any solution unless they convert to user mailboxes promptly.
- roles: Project Managers, Team Members
- references: https://learn.microsoft.com/en-us/exchange/recipients-in-exchange-online/manage-user-mailboxes/convert-a_mailbox
User Experience Degradation
The inability to fully utilize Planner will lead to a degraded user experience, causing frustration and potential disengagement from the platform.
- roles: End Users, Team Leaders
- references: https://learn.microsoft.com/en-us/exchange/recipients-in-exchange-online/manage-user-mailboxes/convert-a_mailbox
Configutation Options**
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Opportunities**
Conversion of Shared Mailboxes to User Mailboxes
Converting shared mailboxes to user mailboxes will enable affected users to fully utilize Microsoft Planner functionalities such as adding/editing tasks, uploading attachments, and adding comments. This will enhance user experience and ensure continuity in task management workflows.
- next-steps: Identify all users currently using shared mailboxes for Planner. Create a plan for converting these shared mailboxes to user mailboxes and communicate the timeline to affected users. Follow the instructions provided in the linked resource to execute the conversions.
- roles: Project Managers, Team Leads, IT Administrators
- references: https://learn.microsoft.com/en-us/exchange/recipients-in-exchange-online/manage-user-mailboxes/convert-a-mailbox
Enhanced User Training on Microsoft Planner
Providing targeted training sessions for users on the functionalities of Microsoft Planner will help them maximize the tool's potential post-conversion. This will also minimize disruption during the transition from shared mailboxes to user mailboxes.
- next-steps: Develop a training program that covers the features of Microsoft Planner, focusing on task management, collaboration, and integration with Teams. Schedule training sessions and provide resources for self-paced learning.
- roles: Training Coordinators, Team Leads, Project Managers
- references: https://support.microsoft.com/en-us/office/microsoft-planner-help-2f1e5c8c-36d1-4a2b-8f79-34f7b8f7b4d5
Streamlining IT Administrative Tasks
By converting shared mailboxes to user mailboxes, IT administrators can reduce the complexity of managing permissions and access issues associated with shared mailboxes. This can lead to more efficient IT operations and reduced administrative overhead.
- next-steps: Review the current management processes for shared mailboxes and identify areas where administrative tasks can be streamlined. Implement a standardized process for mailbox conversions and establish guidelines for future mailbox management.
- roles: IT Administrators, Operations Managers, Compliance Officers
- references: https://techcommunity.microsoft.com/t5/exchange-team-blog/exchange-online-shared-mailbox-usage-and-best-practices/ba-p/1689302
Potentional Risks**
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IT Security**
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explanation for non-techies**
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** AI generated content. This information must be reviewed before use.
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