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Adding and Removing Users in Emailgistics

Learn how to add or remove users from a shared mailbox in Microsoft 365 and sync those changes into Emailgistics.

3 minute read

This guide walks you through how to add or remove users from a shared mailbox in Emailgistics. The process has two parts: updating membership in Microsoft 365, then syncing those changes into Emailgistics.

Before You Start

You'll need one of the following Microsoft 365 admin roles:

  • Exchange Admin with Help Desk privileges
  • Global Administrator

Part 1: Update Membership in Microsoft 365

Start by making your changes in the Microsoft 365 Admin Center. Emailgistics mirrors whatever membership is set here.

Sign in to your Microsoft 365 Admin Center and navigate to Teams & groups > Shared mailboxes in the left panel.

Shared Mailboxes section in Microsoft 365 Admin Center

Select the shared mailbox you want to update from the list.
Scroll down to the Members section and click Edit.
To add a user, click Add members and select the user. To remove a user, select the user and click Remove members. Save your changes.

Add members and Remove members buttons in the Shared mailbox members panel

Note: Users must have Send As and Read and Manage permissions on the shared mailbox to access Emailgistics and sync correctly.

Part 2: Sync Changes into Emailgistics

Once membership is updated in Microsoft 365, run the Emailgistics sync script to apply those changes.

Go to emailgistics.com and click Sign In to open the Emailgistics Admin Center.

Emailgistics website with Sign In button highlighted

In the left panel, navigate to Users.

Users section in the Emailgistics Admin Center

At the bottom of the user list, click Sync Users and select Download single-use script from the dropdown.

Sync Users dropdown showing Download single-use script option

Extract the downloaded .zip file to your preferred location, then right-click the SyncUsers PowerShell script and select Run with PowerShell. You can also run it directly from a PowerShell window.
The script checks for two required modules: Exchange Online Management and Microsoft Graph. If either is missing, it will prompt you to install it. Once checks pass, enter your Microsoft 365 admin email address when prompted.

PowerShell script running with admin username prompt highlighted

Note: If either module is missing, you can install them manually using the commands below.

Microsoft Graph Module

Check if installed:

Get-InstalledModule -Name Microsoft.Graph*

Install (if not installed):

Install-Module -Name Microsoft.Graph -Scope CurrentUser

Exchange Online Management Module

Check if installed:

Get-InstalledModule -Name ExchangeOnlineManagement

Install (if not installed):

Install-Module ExchangeOnlineManagement -RequiredVersion 3.7.1 -Force
Complete the Microsoft SSO sign-in when prompted. You'll be asked to authenticate twice — once for Microsoft Graph and once for Exchange Online. The script then runs and applies all membership changes.

PowerShell script completion showing synced mailboxes and removed users

What Happens After the Script Runs

Once the script completes:

  • A summary of all changes is displayed in the PowerShell window.
  • Mailbox admins whose mailboxes had changes receive an email notification listing users added or removed.
  • The script closes automatically.

Email notification from Emailgistics confirming users were synced and removed

Need Help?

Want to Automate This Process?

See the Automated User Sync Options in Emailgistics lesson for how to schedule recurring syncs without running the script manually each time.