Create shared mailboxes in Office 365 for Small Business

Shared mailboxes in Office 365 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.

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 the questions. Your customer questions get quicker answers, and related emails are all stored in one mailbox. A shared mailbox is tied to a disabled user account and doesn't have its own user name and password. Users can't log into a shared mailbox directly using Outlook or Outlook Web App, Exchange ActiveSync, Exchange Web Services (EWS), or any other Exchange protocol. You must first assign permissions to the user to access the shared mailbox, and then they can 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 the Mailbox storage limits section in Exchange Online Limits and Assign or unassign licenses for Office 365 for business.

Note: Currently, you can't access shared mailboxes on your mobile device.

Create a shared mailbox in Office 365 for small business

Check out the video below or follow the steps to create a shared mailbox in Office 365 for small business.

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

  2. Go to the admin home page.

  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 Add Add .

  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.

Add or remove members

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

To add or remove members:

  1. Login to Office 365.

  2. Select Users & Groups.

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

  4. On the Shared Mailboxes page, select a shared mailbox, and then select Edit Edit .

  5. 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 Delete Delete .

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

Use a shared mailbox

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

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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