A shared mailbox is a mailbox that multiple users can access without needing a separate paid mailbox licence in many standard scenarios. Common examples include info@, accounts@, support@ and sales@.
When to use a shared mailbox
- Multiple people need to read and reply from the same address.
- You want a central inbox for a department.
- You want to avoid password sharing.
- You need better control over access.
Why shared mailboxes are better than password sharing
With a shared mailbox, each user signs in using their own Microsoft account. Access can be added or removed centrally. This is more secure and easier to manage than giving everyone the same mailbox password.
Common permissions
- Full Access lets a user open and manage the mailbox.
- Send As lets a user send as the shared mailbox address.
- Send on Behalf shows that the user sent on behalf of the mailbox.
Important note
Licensing rules can vary depending on mailbox size, usage and Microsoft plan. For heavy usage, compliance or archiving needs, check the correct licence requirements.
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