How to Get List of Exchange Online Mailboxes in Microsoft 365

Managing a bulk list of Exchange Online mailboxes can be a challenging task for Microsoft 365 organizations.

However, identifying unused mailboxes is crucial to prevent unnecessary license utilization and ensure better mailbox management.

You can audit Microsoft 365 mailboxes to prevent unauthorized access in your organization. Additionally, you can get the mailbox location details such as database location, mailbox location type, and owner ID by using the below PowerShell cmdlet.

Get-mailboxlocation -User <User_id>

Handy Tip: Enable ‘Show advanced options’ in Quick Schedule to allow other admins to subscribe to the scheduler and receive reports regularly in their inbox. It ensures all required admins stay updated with the recent data on all mailboxes in your organization.

Shared mailboxes in Exchange Online are shared resources that are accessed by delegated users in your organization. Therefore, regular monitoring of your shared mailboxes is crucial to maintain secure and reliable mailbox access in Exchange Online.

You can get all shared mailboxes in Microsoft 365 using the below PowerShell cmdlet:

Get-Mailbox -RecipientTypeDetails SharedMailbox -ResultSize Unlimited

Additionally, getting a list of shared mailboxes with delegated permissions helps you to identify shared mailboxes’ permissions and monitor them effectively. Specifically, by the list of shared mailboxes with delegated permissions, you can proactively identify mailboxes with inappropriate permissions and manage the discrepancies.

• AdminDroid’s ‘Shared Mailbox Info’ report section provides a range of reports that address permissions, size, forwarding rules, and various other aspects of shared mailbox management in Exchange Online.
• PRO TIP: The ‘Customize column’ feature enables you to customize your reports by adding, removing, and rearranging a wide range of available columns. You can even add columns from other reports to create a comprehensive view of your Microsoft 365 data.

Archived mailboxes are a valuable repositories for preserving sensitive historical data of the organization, such as emails of former employees, older business conversations, etc. Thus, exporting archived mailboxes report can be useful for auditing and compliance purposes.

Get-Mailbox -ResultSize Unlimited -RecipientTypeDetails UserMailbox | Where-Object { $_.ArchiveStatus -eq "Active" }| Select DisplayName, PrimarySmtpAddress, @{Label="ArchiveStatus";Expression={ if ($_.ArchiveStatus -eq "Active" -OR $_.ArchiveDatabase -ne $null) { "Enabled" } else {  "Disabled" }}}

You can regularly monitor the list of archived mailboxes to manage the Exchange Online storage effectively. However, the Exchange admin center doesn’t provide storage details of archived mailboxes.

Distribution lists in Microsoft 365 serves the purpose of efficiently sending emails to a group of users within an organization. It streamlines communication by allowing messages to be distributed to multiple recipients with a single email address.

It is crucial for admins to maintain effective email communication by monitoring distribution lists and their members in Microsoft 365.

• Sign-in to the Microsoft 365 admin center.
• Navigate to ‘Active teams & groups’ under ‘Teams & groups’.
• Under the ‘Distribution list’ section, you can see all your distribution lists in Microsoft 365.
• Click ‘Export’ and select ‘Export groups in this list’ to export all distribution list.

Connect-ExchangeOnline

Get-DistributionGroup -ResultSize Unlimited

Furthermore, AdminDroid ensures hassle-free management of dynamic distribution groups, allows you to effortlessly monitor mailboxes with dynamic memberships.

With a single click on the mailbox icon (✉), you can email your dynamic distribution list report directly to your inbox.

Microsoft 365 mailboxes can be exported to PST files and offer a suite of benefits such as data backup, archiving, and offline access to mailbox content. These PST files will ensure easy accessibility and safeguard your valuable email data for future reference.

You can follow the below steps to export mailbox to PST:

You can also perform this content search using the below PowerShell cmdlets with the above permissions:

Connect-ExchangeOnline

Connect-IPPSSession

New-ComplianceSearch <SearchName> -ExchangeLocation <UPN>| Start-ComplianceSearch

You can also export mailbox as PST file using the below PowerShell cmdlets with eDiscovery role group permissions:

New-ComplianceSearchAction <SearchName> -Export -Format Fxstream

Get-ComplianceSearchAction "<SearchName>_export" -IncludeCredential | FL 

Exporting a list of mailboxes in Exchange Online can help you identify unused mailboxes that may consume unnecessary resources. You can then remediate these mailboxes by deleting them, archiving them, or disabling them.