A shared mailbox is an extra storage space in Microsoft 365 that users can access without a separate license. It’s typically used for group email addresses such as [email protected] or i[email protected], allowing multiple users to read, receive, and send emails simultaneously. Shared mailboxes have a storage limit of up to 50 GB.
Key Features of a Shared Mailbox
- Multiple Users Access – Several users can read and send emails from the same mailbox.
- No Separate Login Needed – Users access it through their own Outlook account.
- Send As / Send on Behalf – Users can send emails appearing as the shared mailbox or on behalf of it.
- Auto-Mapping – Appear automatically in Outlook.
- Free (Up to 50GB) – No additional Microsoft 365 license required if it stays under 50GB.
Who can create and access shared mailbox?
In the organization, anyone with an admin role can create shared mailboxes, and there’s no limit to the number that can be created. These mailboxes cannot be accessed directly by just anyone, as access is restricted to assigned users with specific permissions. The shared mailbox don’t have a password, so when a user logs in with their email address, the shared mailbox automatically opens as an additional mailbox in Outlook desktop or web.
How can we configure to Outlook?
If you want the shared mailbox to appear automatically in Outlook, follow this guide. Here, I’ve shared screenshots of every step for assigning and opening a shared mailbox in Outlook for desktop.
Follow below steps.
Step 1: Sign in to Exchange Admin Center
- Open a browser and go to:
https://admin.exchange.microsoft.com - Sign in with an Exchange Admin / Global Admin account.
Step 2: Open Shared Mailboxes
- In the left navigation pane, go to Recipients
- Click Mailboxes
- From the mailbox type filter, select Shared
Step 3: Select the Shared Mailbox
- Click on the shared mailbox (for example: [email protected])
- A details pane will open on the right.
Step 4: Assign Full Access Permission
- Select the Mailbox delegation tab
- Under Full Access, click Edit
- Click Add members
- Choose the user(s) who need access
- Click Save
Step 5: Verify in Outlook
- Close Outlook and reopen it. If Outlook isn’t open, simply launch it.
- The shared mailbox will automatically appear in the user’s Outlook (auto-mapping enabled by default)
Conclusion
Here, I’ve shared a step-by-step process for automatically adding a shared mailbox to Outlook for desktop. This is an easy and efficient way to manage your shared account. Additionally, you can reply to emails in offline mode, and they will be delivered automatically when you reconnect to the internet. For more information, please contact the support team.
Read More: Convert Shared Mailbox to Regular Mailbox