Create and use shared mailboxes

Shared mailboxes make it easy for a specific group of people to monitor and send email from a common account, like public email addresses, such as info@contoso.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 queries because several people in your organization can share the responsibility of monitoring the mailbox and responding to queries. Your customer queries get quicker answers, and related emails are all stored in one mailbox.

You don’t need to assign licenses to shared mailboxes, except when they are over their storage quota of 10 gigabytes (GB). For more information, see Assign or remove licenses.

To learn more, see the training course Create a shared mailbox in Office 365.

Create a shared mailbox

  1. Go to Admin > Users & Groups.
  2. On the Users & Groups page, click Shared Mailboxes, and then click Add Add.
  3. 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.
  4. Click Next.
  5. On the Add members page, click Add Add.
  6. In the search field, type a person’s name and then click Search. The person is added to the list of members.
  7. When you’re done adding members, click Finish.

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. Go to Admin > Users & Groups.
  2. On the Users & Groups page, click Shared Mailboxes.
  3. On the Shared Mailboxes page, select a shared mailbox, and then click Edit Edit.
  4. Do one of the following:
  • To add a new member, under Members, click Add Add. In the search field, type a person’s name and then click Search.
  • To remove a member, under Members, select one or more members to delete, and then click Delete Delete.
  1. When you’re done adding or removing members, click Save.

Use a shared mailbox

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

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Applies to:
Office 365 Small Business admin