Deleting and restoring a shared mailbox

When a shared mailbox is no longer required or used, you should delete it so that users cannot access it. This action will remove the mailbox from the NHS Directory. You must follow local organisation policy when deleting a mailbox to abide by data retention guidelines. This may involve extracting information from an mailbox and saving locally before the mailbox is deleted.

If a shared mailbox is deleted, but needs to be restored (e.g. deleted by accident/ user lrevokes request to delete the shared mailbox) you can do so within a 30 day period. A mailbox cannot be restored after the 30 days and you will need to create it again

To delete a shared mailbox:

selecting user managementClick Admin in the navigation bar at the top of the screen and select User Management from the drop down menu

Use the search box to find the shared mailbox you wish to delete


Refer to the Searching for an Entry section for more information

Handy Hint

Use the Advanced Search and search for ‘Shared’ under Mailbox Type for a list of all shared mailboxes OR click on Mailbox Type to group shared mailboxes

Click on the mailbox Display Name to open the Shared Mailbox Details page

Handy Hint

Bulk Edit

Select the mailboxes you wish to delete by clicking on the check box to the left of its name and click Bulk Edit.



Click delete to delete the mailbox

Click the Delete button in the Actions box




Click confirm to confirm the delete actionClick Confirm to delete the shared mailbox




The following message will be displayed:

Confirmation of delete success

To restore a shared mailbox:

Select the shared mailbox you wish to restore from the user management screen

Handy Hint

Use the advanced search and search for ‘Deleted’ under Status for a list of all deleted shared mailboxes

Click the Restore button in the Actions box on the details page




Click confirm to restore the accountClick Confirm




Last Reviewed Date 09/09/2019
Updated on 06/07/2022

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