Outlook Email Shared Mailboxes

Workflow

1. Confirm the mailbox target and preserve the exact mailbox_user_principal_name.
2. For folder-specific work, list shared folders first and use exact folder IDs instead of guessing folder paths.
3. For message reads, keep the shared mailbox target attached to every message ID. A message ID from a shared mailbox should later be fetched or mutated with the corresponding shared action.
4. For sends, drafts, moves, and read-state changes, say which mailbox is being used before performing the write.
5. If the user shifts from a shared mailbox to their own mailbox, switch back to the signed-in-user actions.

Safety

• Treat send_email_on_behalf as high impact. It sends immediately from another mailbox and supports plain text only.
• Do not use send_email when the user said to send from a shared mailbox.
• Do not use move_email or mark_email_read_state on message IDs obtained from shared mailbox actions.
• If a write fails because shared/delegated scopes are unavailable, say the shared-mailbox action or scope is the blocker rather than claiming the normal mailbox action cannot work.

Example Requests

• "List unread mail in the support shared mailbox [email protected]."
• "Send this status note from [email protected] to the incident responders."
• "Move that message in the billing shared mailbox to its Escalations folder."