Review former-user, team and role-based mailboxes consistently. The goal is to understand their current state and identify decisions that need an accountable administrator or business owner.
1. Confirm ownership
Record the business owner and technical owner. If neither can be identified, assign the mailbox for review rather than allowing responsibility to remain unclear.
2. Document its current purpose
Is the mailbox used for an active team, a customer-facing role, an automated process, historical reference or former-user continuity? Compare the stated purpose with current activity.
3. Review access
Check who can open the mailbox or send as it. Confirm that access still matches job responsibilities and that former team members are no longer included unnecessarily.
4. Check forwarding and automatic replies
Document forwarding destinations, inbox rules and auto-reply messages. Confirm that destinations are still appropriate, monitored and owned.
5. Review activity and storage
- Current mailbox size and item count
- Recent sending or receiving activity
- Archive status and storage use
- Growth since the previous review
- Whether the mailbox still supports an active process
6. Record the next review decision
Classify the mailbox as active, needs investigation or no longer aligned with its documented purpose. Record the evidence, decision owner and next review date before considering any admin-controlled change.
Why stale shared mailboxes deserve attention
Unreviewed mailboxes can accumulate storage, retain outdated access and obscure where business correspondence is being handled. A scheduled review creates clearer ownership and a defensible basis for future decisions.
MailboxVitals can support shared mailbox reviews with metadata-led evidence and recommendations. It does not remove access, delete content or modify mailboxes.