{"id":987,"date":"2026-04-23T10:40:19","date_gmt":"2026-04-23T10:40:19","guid":{"rendered":"https:\/\/www.freethought.uk\/help\/shared-mailboxes-explained\/"},"modified":"2026-04-23T10:47:50","modified_gmt":"2026-04-23T10:47:50","slug":"shared-mailboxes-explained-microsoft-365","status":"publish","type":"post","link":"https:\/\/www.freethought.uk\/help\/shared-mailboxes-explained-microsoft-365\/","title":{"rendered":"Shared Mailboxes Explained (Microsoft 365)"},"content":{"rendered":"\n<h4 class=\"wp-block-heading\"><br>Setting up and managing shared email addresses like info@ and accounts@<\/h4>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>What Is a Shared Mailbox?<\/strong><\/h3>\n\n\n\n<p>A shared mailbox is an email address that multiple people can read and send from, without needing a separate username and password. Common examples are info@yourcompany.com, sales@yourcompany.com, or accounts@yourcompany.com.<\/p>\n\n\n\n<p>The best part: shared mailboxes do not require their own Microsoft 365 licence, so there is no extra cost. They are included in your existing plan.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>When to Use a Shared Mailbox<\/strong><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>A general enquiry address like info@ or hello@ that several people need to monitor.<\/li>\n\n\n\n<li>A department address like accounts@ or support@ where multiple people handle requests.<\/li>\n\n\n\n<li>When someone leaves and you want their email to continue being monitored without paying for a licence.<\/li>\n\n\n\n<li>Any situation where more than one person needs to see and reply to the same emails.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Creating a Shared Mailbox<\/strong><\/h3>\n\n\n\n<p><strong>Step 1: <\/strong><strong>Open the admin centre<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Go to <a href=\"https:\/\/admin.microsoft.com\">admin.microsoft.com<\/a> and sign in.<\/li>\n<\/ul>\n\n\n\n<p><strong>Step 2: <\/strong><strong>Navigate to shared mailboxes<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>In the left menu, expand Teams &amp; groups (or Groups on some versions).<\/li>\n\n\n\n<li>Click Shared mailboxes.<\/li>\n<\/ul>\n\n\n\n<p><strong>Step 3: <\/strong><strong>Create the mailbox<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Click Add a shared mailbox.<\/li>\n\n\n\n<li>Enter a display name (e.g. &#8216;Company Info&#8217;) and the email address you want (e.g. info@yourcompany.com).<\/li>\n\n\n\n<li>Click Save changes.<\/li>\n<\/ul>\n\n\n\n<p><strong>Step 4: <\/strong><strong>Add members<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>After creating the mailbox, click on it in the list.<\/li>\n\n\n\n<li>Under Members, click Edit.<\/li>\n\n\n\n<li>Add the people who need access to read and send from this mailbox.<\/li>\n\n\n\n<li>Click Save.<\/li>\n<\/ul>\n\n\n\n<p class=\"banner-tip\">\ud83d\udc49 Tip: By default, members will see the shared mailbox appear automatically in their Outlook within about an hour. They can send emails &#8216;from&#8217; the shared address by clicking the From field when composing a new message.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Things to Keep in Mind<\/strong><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Shared mailboxes have a <strong>50GB storage limit<\/strong>. If you need more, you will need to assign a licence.<\/li>\n\n\n\n<li>Shared mailboxes cannot sign in directly. They are accessed through the member accounts.<\/li>\n\n\n\n<li>Sent items can be configured to save in the shared mailbox&#8217;s sent folder (recommended) rather than each individual&#8217;s sent folder. This is done through the mailbox settings.<\/li>\n\n\n\n<li>You can also add a shared mailbox to the Outlook mobile app if your staff need access on their phones.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Setting up and managing shared email addresses like info@ and accounts@ What Is a Shared Mailbox? A shared mailbox is an email address that multiple people can read and send from, without needing a separate username and password. Common examples are info@yourcompany.com, sales@yourcompany.com, or accounts@yourcompany.com. The best part: shared mailboxes&hellip;<\/p>\n","protected":false},"author":7,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[29],"tags":[],"class_list":["post-987","post","type-post","status-publish","format-standard","hentry","category-microsoft"],"_links":{"self":[{"href":"https:\/\/www.freethought.uk\/help\/wp-json\/wp\/v2\/posts\/987","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.freethought.uk\/help\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.freethought.uk\/help\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.freethought.uk\/help\/wp-json\/wp\/v2\/users\/7"}],"replies":[{"embeddable":true,"href":"https:\/\/www.freethought.uk\/help\/wp-json\/wp\/v2\/comments?post=987"}],"version-history":[{"count":1,"href":"https:\/\/www.freethought.uk\/help\/wp-json\/wp\/v2\/posts\/987\/revisions"}],"predecessor-version":[{"id":1003,"href":"https:\/\/www.freethought.uk\/help\/wp-json\/wp\/v2\/posts\/987\/revisions\/1003"}],"wp:attachment":[{"href":"https:\/\/www.freethought.uk\/help\/wp-json\/wp\/v2\/media?parent=987"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.freethought.uk\/help\/wp-json\/wp\/v2\/categories?post=987"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.freethought.uk\/help\/wp-json\/wp\/v2\/tags?post=987"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}