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Shared Mailbox Size – Office 365 Reports

21 Dec 2012 by Emma Robinson

This article refers to our former reporting, security, and management products. We have now integrated these products into Nova, an all-new Office 365 management platform. Find out more

We’ve recently added a new report into Cogmotive Reports that shows you the sizes of all Unlicenced Shared Mailboxes in your Office 365 tenant. As you may know, Shared Mailboxes do not require an Exchange Licence in Office 365 as long as they are under 10GB in size. If they grow over that size, you need to apply a licence to them or they stop working – or worse, get deleted!

Please Note! The maximum size limit for Office 365 Shared Mailboxes used to be 5GB. In September 2013 Microsoft increased this limit to 10GB. Find out more at the Office 365 Blog.

Unlicenced Shared Mailbox Size Report


By default the report shows the above, which includes all Office 365 Shared and Room mailboxes that have no licence assigned to them. We can use the powerful filters to return only those that are over 10GB in size.
Simply click the Report Filters button, and filter on Mailbox Size greater than 10737418240 (This is 10GB in Bytes).

Filter on Shared Mailboxes over 10GB


You’ll then get the results of this query.

Results of Filter


This is a good opportunity to click the Save Reports button in the Report Filters box to save this report for later. Next time you want to run the report you can just go to the Saved Reports section and run it without remembering what filters to apply.
Otherwise, you can click the Export Report report to save it as a CSV file or the Print Report button to print it out. If you are using a modern browser, you can use the print report function to save this to a PDF file.

What about shared mailbox growth over time?

You can use our existing Mailbox Sizes over Time report to track the growth of Shared Mailboxes over time.
Firstly, click the Mailbox Sizes over Time report and click Report Filters. Then filter for Recipient Types equal to either RoomMailbox or SharedMailbox.

Shared Mailbox Growth Report


And you’ll see how they’ve grown over time

Shared Mailbox Growth Report Results


Our example looks a bit strange because we artificially increased the size of one of our demo shared mailboxes for these new reports…

Do I have licences assigned to Shared Mailboxes smaller than 10GB?

Whilst there are some reasons why you would want to assign a licence to Office 365 Shared Mailboxes under 10GB, generally you don’t require them.
You can use Cogmotive Reports to find out if you have any Licenced Office 365 Shared Mailboxes that are under 10GB in size. You might be able to remove the licence from these mailboxes and save some money!
To do this, click on Custom Report and add the following fields:

  • Display Name
  • Login Name
  • Recipient Type
  • Office 365 Subscription
  • Mailbox Size

Then add two filters to return only SharedMailbox or RoomMailbox.

Custom Report to show licences assigned to Shared Mailboxes


You can now see all the Office 365 Shared Mailboxes and their sizes in Bytes that exist in your Office 365 tenant with a licence assigned. You can go through this list and see if any have a licence assigned!
Exporting the Report Data

Most of our reports offer the ability to Export the data to CSV or PDF format. Please see our blog post for more information on Exporting Data from Cogmotive Reports.