A shared mailbox is a mailbox that multiple users can use to read and send email messages. Shared mailboxes can also be used to provide a common calendar, allowing multiple users to schedule and view vacation time or work shifts.
Why set up a shared mailbox?
Shared mailboxes make it easy for a specific group of people to monitor and send email from a common account, like public email addresses (for example, firstname.lastname@example.org or email@example.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 stored in one mailbox.
A shared mailbox doesn't have its own user name and password. You can't log into a shared mailbox directly using Outlook, Outlook Web App, Exchange ActiveSync, Exchange Web Services (EWS), or any other Exchange protocol. 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). If your shared mailbox goes over its quota of 50GB and you don’t assign it a license, after one month the shared mailbox will be locked. You can avoid having to assign the license by using archiving to avoid going over your quota.
Shared mailboxes can be created with the following permissions.
In contrast, the standard user mailbox is a requirement for all users who are going to be utilizing email within an organization. These mailboxes require a license and a user name/password. Unlike shared mailboxes, these mailboxes are solely for emails that the assigned user receives or sends. The vast majority of organizations will provide individual mailboxes for its users, and only a few shared mailboxes for designated purposes (such as HR, Marketing, etc.).
Please feel free to contact us at firstname.lastname@example.org for additional questions.