Create shared mailboxes in Office 365 for Small Business

Shared mailboxes in Office 365 for small business make it easy for a group of people to monitor and send email from a common email addresses, like info@contoso.com, support@fourthcoffee.com or contact@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 are a great way to handle customer email questions because several people in your organization can share the responsibility of monitoring the mailbox and responding to queries. Your customer questions get quicker answers, and related emails are all stored in one mailbox.

Note   This article applies to Office 365 Small Business. If you're using Office 365 Enterprise, Business Premium or Business Essentials, check out Create and use shared mailboxes in Office 365 for the steps.

A shared mailbox doesn't have its own user name and password. You can't log into a shared mailbox directly using Outlook or Outlook Web App. You must first be granted permissions to the shared mailbox, and then you access it using Outlook or Outlook Web App. You don’t need to assign licenses to shared mailboxes, except when they are over their storage quota of 50 gigabytes (GB). For more information, see Assign or unassign licenses for Office 365 for business.

Check out the video below or follow the steps to create you shared mailbox.

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Create a shared mailbox

  1. Sign in to Office 365 with your work or school account.

  2. In Office 365, select Admin. Or, select the app launcher Office 365 app launcher icon, and then select Admin.

    Office 365 navigation options
  3. Select Users & Groups.

  4. On the Users & Groups page, select Shared Mailboxes, and then select Add Add.

  5. On the Add a shared mailbox page, enter the following information:

    • Mailbox name   This name appears in the address book, on the To field in email, and in the list of shared mailboxes on the Shared Mailboxes page. It's required and should be user-friendly so people recognize what it is.

    • Email address   Enter the email address for the shared mailbox. It's required.

  6. Select Next.

  7. On the Add members page, select AddAdd.

  8. In the search field, type a person’s name and then select Search. The person is added to the list of members.

  9. When you’re done adding members, select Finish.

Use a shared mailbox

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

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Add or remove members

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

To add or remove members:

  1. Sign in to Office 365 with your work or school account.

  2. In Office 365, select Admin. Or, select the app launcher Office 365 app launcher icon, and then select Admin.

    Office 365 navigation options
  3. Select Users & Groups.

  4. On the Users & Groups page, select Shared Mailboxes.

  5. On the Shared Mailboxes page, select a shared mailbox, and then select EditEdit.

  6. Do one of the following:

    • To add a new member, under Members, select Add Add. In the search field, type a person’s name and then select Search.

    • To remove a member, under Members, select one or more members to delete, and then select DeleteDelete.

  7. When you’re done adding or removing members, select Save.

Still need help?

Get help from the Office 365 community forums Admins: Sign in and create a service request Admins: Call Support

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Applies To: Office 365 Admin, Office 365 Small Business Admin



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