How to Create a Shared Email ID in Microsoft 365

How to Create a Shared Email ID in Microsoft 365 (Shared Mailbox Guide)

A Shared Mailbox allows multiple users to send and receive email from a common email address such as support@domain.com, billing@domain.com, or info@domain.com.
Shared mailboxes do not require a separate license (up to 50GB) and are ideal for teams.

What You Need

• Microsoft 365 Admin access
• A verified domain
• Users who will access the shared mailbox

1. Create the Shared Mailbox
2. Allow External Senders (Optional but Recommended)

If customers or clients must email the shared mailbox:

1. Open the shared mailbox in Admin Center
2. Go to Settings
3. Enable Allow external senders

3. How Users Access the Shared Mailbox

Outlook Desktop

The shared mailbox appears automatically under the user’s primary mailbox.

Outlook Web

1. Go to Outlook Web
2. Click profile icon → Open another mailbox
3. Enter the shared email address

4. How Users Send Email From the Shared Mailbox

In Outlook:

• Click New Email
• Select From
• Choose the shared email (e.g., support@domain.com)

If the “From” field is not visible:

• Click Options → From

5. Licensing Notes

• Shared mailboxes up to 50GB do not require a license
• If you need:
• More than 50GB
• Mobile access
• Litigation hold
  → Assign an Exchange Online Plan 2 license

Summary