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Related: Types of Groups in Microsoft 365: Comparing Groups How to create a shared mailbox

Control access to emails and ensure that sensitive information is only accessible by authorized personnel and reduce data breaches.Ī good example of the first benefit is a customer support team using a shared mailbox to manage customer inquiries.Įach team member in the support team can take turns responding to emails - and they don’t need to copy multiple people on emails.Īs for access control, you can assign permissions explicitly to only a select group of individuals or restrict access to certain folders in that mailbox.

It can be a cost-effective solution (instead of creating individual mailboxes for each team member, a shared mailbox can be used).

It’s an effective way to centralize email correspondence for a team or department and streamline communication.

Multiple users can access and respond to emails from a single shared mailbox and reduce the need for forwarding messages.

There are several reasons why you might want to use a shared mailbox in Outlook for your company:

Why would you want to add a shared mailbox to Outlook 365?īut why create shared mailboxes when each user’s mailbox works fine? What are the advantages of creating a shared mailbox? More than that and you will need to assign a license to it.

The shared mailbox has an allowance of up to 50GB of data.

When you create a shared mailbox, you will also get a shared calendar where users can enter their appointments.

When a user of the shared mailbox sends a message to someone using that mailbox, the email will appear to be from that mailbox.

Its use case revolves around managing email correspondence for a team or a department (like the support department).Ī shared mailbox is different than a regular one since it doesn’t have its own username and password as users are granted access by an admin.īefore we proceed, here are important notes regarding a shared mailbox: Well, these people aren’t sharing login details for a specific email address - but are instead using a shared mailbox.īasically, a shared mailbox in Outlook is one that a lot of users can access and use to read and send emails. Related: How to Add Signatures in Outlook 365: Beginner’s Guide You may find in the signature area that an email was written by a Mark and then another one was written by a John. Have you noticed that some emails coming from an address like *protected email* are written by different people?

Step #3: Add members to the shared mailbox.Step #1: Navigate to the Microsoft 365 admin center.Why would you want to add a shared mailbox to Outlook 365?.