What is a shared mailbox?
A shared mailbox is a mailbox with its own address that several people can access. Typical addresses are info@, jobs@ or billing@. Microsoft environments call it a shared mailbox.
The key point is that nobody signs in to the mailbox itself. Each person uses their own account and is granted the right to open the shared mailbox. That keeps it clear who has read and replied.
Shared mailbox, distribution list or alias?
An alias is just a second address for an existing mailbox. A distribution list delivers each message to every member's own mailbox, and afterwards nobody knows who has already replied.
The shared mailbox keeps the message in one place. When someone replies, everyone sees it, and the reply goes out with the shared address as sender. For requests that need handling, it is the better choice.
Adding a shared mailbox in Outlook
In many environments the mailbox appears on its own once access is granted. If not, add it manually:
- 1In Outlook choose File, then Account Settings and Account Settings again.
- 2Select your own account and choose Change, then More Settings.
- 3On the Advanced tab, enter the shared mailbox address under additional mailboxes.
- 4Confirm with OK. The mailbox then appears in the folder list below your own.
Does a shared mailbox need a licence?
With Exchange Online a shared mailbox up to 50 GB needs no licence of its own. Whoever accesses it needs a licensed mailbox of their own.
Conbool Mail does the same: shared mailboxes up to 50 GB need no licence. If one needs to grow, it gets a plan and holds up to 100 GB with Plan 1 and up to 200 GB with Plan 2.
Conbool Mail and Microsoft 365Rules for working together
A shared mailbox only works with clear agreements: whoever takes a message marks it or moves it to a folder with their name. Finished items go to their own folder instead of the bin.
When someone leaves, you only revoke their access. The mailbox and its content stay in the company, and no password needs changing.
Distribution list and room mailbox