The biggest mistake companies make is to add users to a shared email without explaining what happens and who is responsible for each step of the process. By creating organization and communicating expectations to your users, you can maximize the odds of shared mailbox success. Shared mailboxes are a simple and effective way to manage inquiries and responses, but they lack the structure and standardization that comes with most support, project management, sales, and accounting systems. 5 Best practices for monitoring group emails
Every member in the shared mailbox must have their own Microsoft 365 user license, but beyond that, this feature is free to use. Outlook shared mailboxes are setup by a Microsoft 365 global admin or Microsoft partner.
For example, an email would look like it came from instead of Shared mailbox Outlook setup The main advantage of a shared mailbox is that emails, contacts, and calendars can be centrally stored and accessed, making communications easier to monitor.Īlso, when a user responds to a message, the email is sent from that same shared mailbox address – rather than from their individual email address. In an earlier post, we covered the differences between email aliases, shared mailboxes, and email distribution lists.
Shared mailboxes can be used either instead of – or in addition to – sending an email to a CRM (customer relationship management), project management, or accounting system. This post is part of our Mastering Microsoft 365 series What is a shared mailbox?Ī shared mailbox is a way to allow multiple Microsoft 365 (Office 365) users to send and receive emails from a central email address such as or Each person who is part of the shared mailbox can receive emails and reply as the email alias.