Shared Mailboxes in Microsoft 365
A shared mailbox (e.g. support@company.com, info@company.com) allows multiple people to read and respond to email without needing a separate licence.
### Creating a Shared Mailbox
1. admin.microsoft.com → Teams & groups → Shared mailboxes → Add a shared mailbox
2. Enter Display name and Email address (e.g. support@company.com)
3. Save → then Add members
No licence needed for shared mailboxes under 50 GB.
### Adding Members (Delegates)
Shared mailboxes → Select mailbox → Members → Edit → Add or remove members
Members automatically get **Full Access** and **Send As** permissions.
### Accessing a Shared Mailbox in Outlook
**Desktop:** File → Add Account → type shared mailbox email → Continue (no password needed if you are a delegate — auto-maps)
Or it auto-appears in left sidebar under your own mailbox.
**Web (OWA):** Click your profile picture → Open another mailbox → type shared mailbox address
### Sending Email "From" Shared Mailbox
In a new email, click **From** → Other email address → type shared mailbox address
Recipients see the shared address, not your personal address.
### Shared Mailbox vs Distribution Group
| Feature | Shared Mailbox | Distribution Group |
|---------|---------------|-------------------|
| Store received emails | Yes | No |
| Reply from group address | Yes | Yes (Send As) |
| Shared calendar | Yes | No |
| Requires licence | No (< 50 GB) | No |
### Converting a Regular Mailbox to Shared
Exchange Admin Centre → Mailboxes → Select user → Convert to shared mailbox
Useful when an employee leaves — keep the email address, remove the licence.
### Common Issues
- **Can't send as shared mailbox:** Confirm "Send As" permission is granted
- **Not auto-mapping:** Toggle auto-mapping in PowerShell if Outlook doesn't show shared mailbox automatically