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How to set up Shared Mailbox

Emily Hardin 0 Reputation points
2026-05-16T17:36:52.26+00:00

How do I set up a Shared Mailbox with a new email address for multiple co-workers (with Microsoft 365 Business Basic licenses) to monitor and use?

Microsoft 365 and Office | Install, redeem, activate | For business | Other

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  1. Lia V 6,540 Reputation points Microsoft External Staff Moderator
    2026-05-16T18:55:36.85+00:00

    Hi @Emily Hardin,

    Good day, and I hope you're doing well.

    I understand that you would like to create a shared mailbox with a new email address so that multiple team members can monitor and respond to emails. This is a great approach for collaboration, and I’m happy to guide you through the setup.

    With that in mind, below are the steps you can follow:

    Note: If your account does not have administrative permissions, you’ll need to contact your IT administrator to perform the below steps on your behalf.

    1/ Access the Microsoft 365 Exchange Admin Center using an administrator account

    2/ In the left navigation pane, go to Recipients > Mailboxes, then select Add a shared mailbox.User's image

    User's image

    3/ Enter the required details for the mailbox, such as the mailbox name and domain. Once the mailbox is created, select Add users to this mailbox, then choose Add members.

    User's image

    User's image

    4/ When prompted with Add delegate permissions, select Confirm to assign permissions to the members. This will grant them:

    • Full Access (Read and manage) permission where users can create calendar items, read, view, delete, and change email messages, and create tasks and calendar contacts.
    • Send As permission enables a user to send emails that appear as though they were sent directly by the shared mailbox, rather than the individual user.

    For reference: Create a shared mailbox - Microsoft 365 admin | Microsoft Learn.

    Additionally, you may wish to share guidance with your users on how to access and use the shared mailbox in Outlook for their daily tasks: Open and use a shared mailbox in Outlook - Microsoft Support.

    I hope this information is useful. Thank you for taking the time to raise this question. If you need any further clarification or assistance, please feel free to leave a comment under this post.

    If you find my post useful, kindly consider upvoting it. Doing so can assist others in the community who may have similar questions in finding solutions more quickly.

    Thank you for your contributions to the forum.

    Note: Please follow the steps in this documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

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  2. AI answer

    2026-05-16T17:37:03.81+00:00

    To set up a shared mailbox with a new email address that multiple co‑workers (with Microsoft 365 Business Basic licenses) can monitor and use, follow these steps as an admin.

    1. Sign in to the Microsoft 365 admin center with an account that has an Exchange admin role.
      • If the message “You don't have permission to access this page or perform this action” appears, the account is not an admin.
    2. In the admin center, go to Teams & groups > Shared mailboxes.
      • If Teams & groups is not visible, select Show all in the left navigation first.
    3. On the Shared mailboxes page, select + Add a shared mailbox.
    4. Enter:
      • A Name for the shared mailbox (for example, “Sales Team”).
      • This will also generate the email address (for example, ******@contoso.com), which can be edited if needed.
    5. Select Save changes.
      • It can take a few minutes before members can be added or the mailbox is fully available.
    6. Under Next steps, select Add members to this mailbox.
    7. Select Add members, choose the co‑workers who should use this shared mailbox, then select Add, and close the pane.
      • These members will be able to view incoming mail and send replies from the shared mailbox address.

    Notes:

    • A shared mailbox does not require its own license as long as it stays within the standard size limits; users need their own licensed accounts (Business Basic is sufficient) to access it.
    • By default, sign‑in is blocked on shared mailboxes; users access it through their own accounts in Outlook or new Outlook.
    • The shared mailbox includes a shared calendar that all members can use.

    Once created and members are added, users can open and use the shared mailbox in Outlook or new Outlook as described in the shared mailbox usage documentation (for example, via Add shared folder or mailbox in new Outlook).

    References:

    AI-generated content may be incorrect. Read our transparency notes for more information.

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