Create shared mailboxes in Office 365

Create shared mailboxes in Office 365

Create shared mailboxes so a group of people can monitor and send email from a common email addresses, like info@contoso.com. When a person in the group replies to a message sent to the shared mailbox, the email appears to be from the shared mailbox, not from the individual user. 

Shared mailboxes allow multiple people in an organization to manage and respond to customer emails together, providing faster replies and keeping related messages in one place. A shared mailbox is linked to a disabled user account without its own username or password, so users can’t sign in directly. Instead, administrators must grant access permissions, after which users can open it in Outlook or Outlook on the web. Shared mailboxes don’t require a license unless they exceed the 50 GB storage limit.

Create shared mailboxes in the Office 365 admin center      

  1. Go to the Office 365 admin center.     

  2. Sign in with a user with Exchange admin role. If you get the message "You don't have permission to access this page or perform this action," then you aren't an admin.
  1. In the admin center, go to the Teams & Groups > Shared mailboxes page. Select Show all in the left navigation pane if you don't see Teams & Groups.

  1. On the Shared mailboxes page, select + Add a shared mailbox. Enter a name for the shared mailbox. This chooses the email address, but you can edit it if needed.

  2. Select Save changes. It may take a few minutes before you can add members.

  3. Under Next steps, select Add members to this mailbox. Members are the people who will be able to view the incoming mail to this shared mailbox, and the outgoing replies.

  4. Select the Add members button. Select the people who you want to use this shared mailbox, and then select Add. and then close.

Use a shared mailbox

To learn how users can access and use shared mailboxes, check out the following:

Add or remove members in the Office 365 admin center

After you create a shared mailbox, you can add new members or remove existing members whenever you want.

To add or remove members:

  1. In the Microsoft 365 admin center, go to Teams & groups > Shared mailboxes.

  2. Select the shared mailbox you want to edit, then select Edit under Members.

  3. Do one of the following:

    • To add members, select Add members, search for or select a member to add, and then select Save.
    • To remove members, use the Search box to search for the member if necessary, deselect the member and choose Remove member.