{"id":50254,"date":"2024-09-18T18:49:48","date_gmt":"2024-09-19T01:49:48","guid":{"rendered":"https:\/\/cirasync.com\/?p=50254"},"modified":"2025-12-19T11:56:44","modified_gmt":"2025-12-19T18:56:44","slug":"shared-mailbox","status":"publish","type":"post","link":"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/","title":{"rendered":"What is a Shared Mailbox? (2026 Complete Guide) \u2014 CiraSync"},"content":{"rendered":"\n<p>According to <a href=\"https:\/\/resources.freeagentcrm.com\/work-email-statistics\/\">FreeAgent CRM<\/a>, workers receive 74 emails during the workday while sending 26 emails.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"890\" height=\"529\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Statistics-About-Email-Communication-at-Work.jpg\" alt=\"Statistics About Email Communication at Work\" class=\"wp-image-50255\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Statistics-About-Email-Communication-at-Work.jpg 890w, https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Statistics-About-Email-Communication-at-Work-480x285.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 890px, 100vw\" \/><\/figure>\n\n\n\n<p>That\u2019s an awful lot of information to deal with if emails are your team\u2019s main communication channel. Your department or company will likely end up with a broken workflow.<\/p>\n\n\n\n<p>To prevent that, many companies turn to shared mailboxes.<\/p>\n\n\n\n<p>Why?<\/p>\n\n\n\n<p>Because using a shared mailbox can drastically reduce the time spent reading and sending emails.<\/p>\n\n\n\n<p>But what exactly is a shared mailbox, and how does it work?<\/p>\n\n\n\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_81 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/#What_is_a_Shared_Mailbox\" >What is a Shared Mailbox?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/#What_Can_Employees_Do_With_a_Shared_Mailbox\" >What Can Employees Do With a Shared Mailbox?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/#Some_Quick_Questions_on_Shared_Mailboxes\" >Some Quick Questions on Shared Mailboxes<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/#How_to_Create_a_Shared_Mailbox_in_Microsoft_Outlook\" >How to Create a Shared Mailbox in Microsoft Outlook<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/#How_to_Send_a_Mail_from_a_Shared_Mailbox\" >How to Send a Mail from a Shared Mailbox<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/#Shared_Mailbox_Pros_and_Cons\" >Shared Mailbox Pros and Cons<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/#Pros\" >Pros<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/#Cons\" >Cons<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/#Distribution_List_vs_Shared_Mailbox_Whats_the_Difference\" >Distribution List vs. Shared Mailbox What&#8217;s the Difference?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/#What_You_Need_to_Know_About_Shared_Mailboxes\" >What You Need to Know About Shared Mailboxes<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/#1_Licenses\" >1. Licenses<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/#2_Permissions\" >2. Permissions<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/#3_External_Users\" >3. External Users<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/#4_Mailbox_Conversion\" >4. Mailbox Conversion<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/#5_Subscription_Requirements\" >5. Subscription Requirements<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/#6_Max_Number_of_Users\" >6. Max Number of Users<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-17\" href=\"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/#Use_a_Shared_Mailbox_to_Improve_Productivity\" >Use a Shared Mailbox to Improve Productivity<\/a><\/li><\/ul><\/nav><\/div>\n<h2 class=\"wp-block-heading\" id=\"h-what-is-a-shared-mailbox\"><span class=\"ez-toc-section\" id=\"What_is_a_Shared_Mailbox\"><\/span><strong>What is a Shared Mailbox?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>A shared mailbox is a mailbox you and your team can access to send and receive emails. When you send an email, each mailbox member will receive it. You do not have to forward emails back and forth or CC a person on every message.&nbsp;<\/p>\n\n\n\n<p>How does a shared mailbox differ from a traditional mailbox?<\/p>\n\n\n\n<p>Let\u2019s say you have a traditional mailbox and want to announce a new project to nine coworkers. You\u2019ll compose your email and enter each email individually.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"969\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Traditional-Email-Communication-vs-Shared-Mailbox-1-1024x969.png\" alt=\"\" class=\"wp-image-50466\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Traditional-Email-Communication-vs-Shared-Mailbox-1-980x927.png 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Traditional-Email-Communication-vs-Shared-Mailbox-1-480x454.png 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>The problem with this method is you need to do this process manually every time you send a team email. And what if you forget to add one email address? Well, your colleague won\u2019t receive the email.<\/p>\n\n\n\n<p>For example, did you notice that I was supposed to announce a new project to nine team members but forgot to add one email? Consequence: There is no real team collaboration.<\/p>\n\n\n\n<p>How does a shared mailbox solve this problem?<\/p>\n\n\n\n<p>When you send an email through a shared mailbox,<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Every member of the mailbox will receive it,<\/li>\n\n\n\n<li>You do not have to enter each email manually, and<\/li>\n\n\n\n<li>You can easily avoid mistakes.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"458\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Shared-mailbox-example-in-Outlook-1024x458.png\" alt=\"\" class=\"wp-image-50470\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Shared-mailbox-example-in-Outlook-980x438.png 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Shared-mailbox-example-in-Outlook-480x215.png 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-can-employees-do-with-a-shared-mailbox\"><span class=\"ez-toc-section\" id=\"What_Can_Employees_Do_With_a_Shared_Mailbox\"><\/span><strong>What Can Employees Do With a Shared Mailbox?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Michael Jordan, once said, \u201cTalent wins games, but teamwork and intelligence win championships.\u201d<\/p>\n\n\n\n<p>And Shared Mailboxes are where regular work becomes teamwork. Shared mailboxes allow teams to accomplish tasks they wouldn&#8217;t have been able to do alone.<\/p>\n\n\n\n<p>With a shared mailbox, your team can:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>See and reply to emails coming into the shared address<\/li>\n\n\n\n<li>Assign emails to specific team members for follow-up (no more \u201cI thought you were going to handle that one?\u201d)<\/li>\n\n\n\n<li>Work together on drafts before sending them out<\/li>\n\n\n\n<li>See which emails someone on your team has already responded to<\/li>\n\n\n\n<li>Get up to speed on conversations by looking through the history.<\/li>\n<\/ul>\n\n\n\n<p>For example, let\u2019s say a follow-up email from a customer just came in. Every team member accessing the shared mailbox will receive the email, and anyone can quickly respond to the customer.&nbsp;<\/p>\n\n\n\n<p>This way, requests or issues get addressed faster, so nothing slips through the cracks.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"626\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Email-sent-through-a-shared-mailbox-1024x626.png\" alt=\"\" class=\"wp-image-50474\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Email-sent-through-a-shared-mailbox-980x599.png 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Email-sent-through-a-shared-mailbox-480x294.png 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>The person who responds to the customer can even forward it to another team member, and the email will be moved to a folder accessible to the team so they can view and take action.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-some-quick-questions-on-shared-mailboxes\"><span class=\"ez-toc-section\" id=\"Some_Quick_Questions_on_Shared_Mailboxes\"><\/span><strong>Some Quick Questions on Shared Mailboxes<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>\u201cOkay, this sounds great, but I have a few questions\u2026\u201d<\/p>\n\n\n\n<p><strong>1. Can a shared mailbox send emails?<\/strong><\/p>\n\n\n\n<p>Absolutely. A shared mailbox can receive and send emails. Team members with the right permissions can reply to messages or create new ones directly from the shared mailbox.<\/p>\n\n\n\n<p><strong>2. How many users can access a shared mailbox?<\/strong><\/p>\n\n\n\n<p>You can add up to 25 users to a shared mailbox, although it\u2019s probably a great idea to keep the number of users manageable.&nbsp;<\/p>\n\n\n\n<p>\u201cBut what if my team is quite large?\u201d<\/p>\n\n\n\n<p>Microsoft <a href=\"https:\/\/learn.microsoft.com\/en-us\/microsoft-365\/admin\/email\/about-shared-mailboxes?view=o365-worldwide\">recommends<\/a> using a Microsoft 365 Group for over 25 users.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"859\" height=\"138\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/User-Limit-in-Microsoft-Shared-Mailboxes.jpg\" alt=\"User Limit in Microsoft Shared Mailboxes\" class=\"wp-image-50272\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/User-Limit-in-Microsoft-Shared-Mailboxes.jpg 859w, https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/User-Limit-in-Microsoft-Shared-Mailboxes-480x77.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 859px, 100vw\" \/><\/figure>\n\n\n\n<p><strong>3. Can Outlook shared mailboxes store contacts?<\/strong><\/p>\n\n\n\n<p>Yes, Outlook shared mailboxes can store contacts. Any member with access to the shared mailbox can create and manage contacts in the shared mailbox&#8217;s contact list.<\/p>\n\n\n\n<p><strong>4. Can you sync Outlook shared mailbox contacts to smartphones?<\/strong><\/p>\n\n\n\n<p>Yes, you can sync Outlook shared mailbox contacts to iPhones and Android using a tool like CiraSync. Check out <a href=\"https:\/\/cirasync.com\/support\/quickstart-guide\/how-to-sync-shared-exchange-mailboxes\/\">this article<\/a> to learn how to do it.<\/p>\n\n\n\n<p><strong>5. Do shared mailboxes require a separate license?<\/strong><\/p>\n\n\n\n<p>Shared mailboxes don&#8217;t require buying a separate license. They&#8217;re already included in your Exchange Online license.<\/p>\n\n\n\n<p>But\u2026 There&#8217;s a caveat.&nbsp;<\/p>\n\n\n\n<p>Once a shared mailbox hits 50GB or more, you\u2019ll need to add a license to it. Fortunately, you can simply delete old messages in your inbox to prevent hitting the memory limit.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"903\" height=\"197\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/licenses-required-for-shared-mailboxes.jpg\" alt=\"licenses required for shared mailboxes\" class=\"wp-image-50478\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/licenses-required-for-shared-mailboxes.jpg 903w, https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/licenses-required-for-shared-mailboxes-480x105.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 903px, 100vw\" \/><\/figure>\n\n\n\n<p><strong>6. Can you access shared mailboxes on mobile devices?<\/strong><\/p>\n\n\n\n<p>Yes, you can access shared mailboxes on mobile devices. Most email clients and apps fully support shared mailbox access on smartphones.<\/p>\n\n\n\n<p><strong>7. What happens to emails when a user is removed from a shared mailbox?<\/strong><\/p>\n\n\n\n<p>When a user is removed from a shared mailbox, their emails will still remain in it. Why? Because the mailbox belongs to the organization, not to individual users. The user will simply lose access to the mailbox.&nbsp;<\/p>\n\n\n\n<p><strong>8. Do shared mailboxes have passwords?<\/strong><\/p>\n\n\n\n<p>No, shared mailboxes do not have passwords, and permitted users can access the mailboxes without setting up or using a password to log in. The users only need to be granted access.<\/p>\n\n\n\n<p><strong>9. Who can use a shared mailbox?<\/strong><\/p>\n\n\n\n<p>Customer support teams, logistic companies or departments, sales departments, HR departments, healthcare services, and project management teams can use a shared mailbox to improve collaboration.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-to-create-a-shared-mailbox-in-microsoft-outlook\"><span class=\"ez-toc-section\" id=\"How_to_Create_a_Shared_Mailbox_in_Microsoft_Outlook\"><\/span><strong>How to Create a Shared Mailbox in Microsoft Outlook<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Now that you understand the benefits and key considerations of shared mailboxes, let&#8217;s go through the process of creating one of the most popular email platforms, Microsoft Outlook:&nbsp;<\/p>\n\n\n\n<p>1. Log in to your Microsoft 365 admin center.&nbsp;<\/p>\n\n\n\n<p>2. Navigate to the \u201cTeams &amp; Groups\u201d icon on the left and select \u201cShared mailboxes.\u201d<\/p>\n\n\n\n<p>3. Click on the \u201cAdd a shared mailbox\u201d button.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"913\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Click-Add-a-Shared-Mailbox-1024x913.png\" alt=\"Click Add a Shared Mailbox\" class=\"wp-image-50482\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Click-Add-a-Shared-Mailbox-980x873.png 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Click-Add-a-Shared-Mailbox-480x428.png 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>4. Enter a name and email address for the shared mailbox. Click \u201cSave Changes\u201d to create the mailbox.<\/p>\n\n\n\n<p>5. Once the mailbox is created, click on it to configure permissions and add members.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"848\" height=\"1024\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Add-Members-to-Your-Shared-Mailbox-848x1024.png\" alt=\"Add Members to Your Shared Mailbox\" class=\"wp-image-50486\"\/><\/figure>\n\n\n\n<p>Your shared mailbox is now set up and ready for use. Remember that you&#8217;ll need the appropriate admin permissions to create a shared mailbox in Outlook.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-to-send-a-mail-from-a-shared-mailbox\"><span class=\"ez-toc-section\" id=\"How_to_Send_a_Mail_from_a_Shared_Mailbox\"><\/span>How to Send a Mail from a Shared Mailbox<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Sending an email from a shared mailbox differs from sending it from your email account. Here&#8217;s how to do it in Outlook:<\/p>\n\n\n\n<p>1. Open Outlook and click on \u201cNew Mail.\u201d<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"997\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Send-a-Mail-from-a-Shared-Mailbox-1024x997.png\" alt=\"Send a Mail from a Shared Mailbox\" class=\"wp-image-50490\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Send-a-Mail-from-a-Shared-Mailbox-1024x997.png 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Send-a-Mail-from-a-Shared-Mailbox-980x954.png 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Send-a-Mail-from-a-Shared-Mailbox-480x467.png 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>2. Click \u201cOptions.\u201d<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"657\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Click-Options-in-your-shared-mailbox-1024x657.png\" alt=\"Click Options in your shared mailbox\" class=\"wp-image-50494\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Click-Options-in-your-shared-mailbox-980x628.png 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Click-Options-in-your-shared-mailbox-480x308.png 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>3. In the \u201cFrom\u201d field, click the dropdown arrow and select the shared mailbox you want to send from. If you can\u2019t find the mailbox you created, click \u201cOther email address\u201d and search for the name.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"458\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/select-the-shared-mailbox-you-want-to-send-the-email-from-1024x458.png\" alt=\"select the shared mailbox you want to send the email from\" class=\"wp-image-50498\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/select-the-shared-mailbox-you-want-to-send-the-email-from-980x438.png 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/select-the-shared-mailbox-you-want-to-send-the-email-from-480x215.png 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>4. Compose your email as usual and click \u201cSend.\u201d<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-shared-mailbox-pros-and-cons\"><span class=\"ez-toc-section\" id=\"Shared_Mailbox_Pros_and_Cons\"><\/span><strong>Shared Mailbox: Pros and Cons<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>As with any tool, shared mailboxes have their advantages and disadvantages. Let&#8217;s explore some of them:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-pros\"><span class=\"ez-toc-section\" id=\"Pros\"><\/span><strong>Pros:<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Makes team collaboration for email management feel less like a chore,<\/li>\n\n\n\n<li>Shows a complete record of all email conversations within the shared inbox,<\/li>\n\n\n\n<li>Provides an email address for your company that isn&#8217;t tied to a specific employee,<\/li>\n\n\n\n<li>Response times are much faster for teams since multiple people monitor the inbox throughout the day.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-cons\"><span class=\"ez-toc-section\" id=\"Cons\"><\/span><strong>Cons:<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>As the saying goes, <em>\u201cToo many cooks spoil the broth.\u201d<\/em> Maintaining a shared mailbox can sometimes lead to confusion over who should reply to an email.<\/li>\n\n\n\n<li>Cases where multiple co-workers respond to the same request from a customer can be&#8230;awkward.&nbsp;<\/li>\n\n\n\n<li>May result in multiple people replying to the same email.&nbsp;<\/li>\n\n\n\n<li>Requires more communication and coordination among team members<\/li>\n\n\n\n<li>Can become disorganized without proper email management protocols<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-distribution-list-vs-shared-mailbox-what-s-the-difference\"><span class=\"ez-toc-section\" id=\"Distribution_List_vs_Shared_Mailbox_Whats_the_Difference\"><\/span><strong>Distribution List vs. Shared Mailbox: What&#8217;s the Difference?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Distribution lists and shared mailboxes seem similar, but they have some differences.<\/p>\n\n\n\n<p>First, a distribution list allows you to email multiple people by emailing a single address. However, replies to a distribution list email go <strong>only to the original sender, not the whole group.<\/strong><\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"922\" height=\"1024\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Distribution-List-vs-Shared-Mailbox-922x1024.png\" alt=\"Distribution List vs Shared Mailbox\" class=\"wp-image-50502\"\/><\/figure>\n\n\n\n<p>On the other hand, whenever a person replies to an email sent to a shared mailbox, <strong>anyone with permission can see it and respond<\/strong>. Moreover, shared mailboxes have a shared \u201cSent Items\u201d folder so that the whole team can see replies that have already been sent.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"518\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Difference-between-a-Distribution-List-and-a-Shared-Mailbox-1024x518.png\" alt=\"Difference between a Distribution List and a Shared Mailbox\" class=\"wp-image-50506\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Difference-between-a-Distribution-List-and-a-Shared-Mailbox-980x496.png 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Difference-between-a-Distribution-List-and-a-Shared-Mailbox-480x243.png 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-you-need-to-know-about-shared-mailboxes\"><span class=\"ez-toc-section\" id=\"What_You_Need_to_Know_About_Shared_Mailboxes\"><\/span><strong>What You Need to Know About Shared Mailboxes<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Ready to set up a shared mailbox? Here are a few key things to keep in mind:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-1-licenses\"><span class=\"ez-toc-section\" id=\"1_Licenses\"><\/span>1. Licenses<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Shared mailboxes don&#8217;t require additional licenses beyond what your team already has. Users are good to go if their shared mailbox has an Exchange Online or Office 365 license (plus Exchange Online).<\/p>\n\n\n\n<p>This makes shared mailboxes cost-effective for teams looking to streamline their email management without incurring additional licensing fees.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-2-permissions\"><span class=\"ez-toc-section\" id=\"2_Permissions\"><\/span>2. Permissions<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Permissions are a critical aspect of shared mailbox management. They determine who can access the mailbox and what actions they can take. When setting up your shared mailbox, carefully consider which permissions to assign to each user.&nbsp;<\/p>\n\n\n\n<p>Here are the three primary permission levels:<\/p>\n\n\n\n<figure class=\"wp-block-table is-style-regular\"><table><tbody><tr><td><strong>Permission<\/strong><\/td><td><strong>Description<\/strong><\/td><\/tr><tr><td>Full Access<\/td><td>Users with full access permissions can do almost anything with the shared mailbox. They can read, delete, and manage emails and create, edit, and delete folders. They can also send emails from the shared mailbox.<\/td><\/tr><tr><td>Send As<\/td><td>Users with \u201cSend As\u201d permissions can send emails from a shared mailbox, making it appear that the email is coming directly from the mailbox rather than an individual user. However, they can&#8217;t read or manage the emails within the mailbox.<\/td><\/tr><tr><td>Send on Behalf<\/td><td>Users with \u201cSend on Behalf\u201d permissions can send emails from the shared mailbox. However, the recipient can see that an individual user sent the email on behalf of the shared mailbox. Users with \u201cSend on Behalf\u201d permissions can&#8217;t read or manage the mailbox&#8217;s contents.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-3-external-users\"><span class=\"ez-toc-section\" id=\"3_External_Users\"><\/span><strong>3. External Users<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>If you work with clients, vendors, or other external stakeholders, you may wonder if they can access your shared mailboxes.&nbsp;<\/p>\n\n\n\n<p>By default, external users are not able to access shared mailboxes. However, if you need to collaborate with external users on a project or initiative, you can grant them guest access to a shared mailbox.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-4-mailbox-conversion\"><span class=\"ez-toc-section\" id=\"4_Mailbox_Conversion\"><\/span><strong>4. Mailbox Conversion<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>You may have an existing user mailbox that you&#8217;d like to convert into a shared mailbox. It\u2019s a good approach if an employee leaves the company and you want to maintain their email history in a format accessible to the rest of the team.&nbsp;<\/p>\n\n\n\n<p>To convert a user mailbox to a shared mailbox, you&#8217;ll first need to remove their Microsoft 365 license. Once the license is removed, convert the mailbox type from \u201cUser\u201d to \u201cShared.\u201d<\/p>\n\n\n\n<p>The mailbox will retain its existing email, folders, and contacts, but it will now function as a shared mailbox rather than an individual user mailbox.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-5-subscription-requirements\"><span class=\"ez-toc-section\" id=\"5_Subscription_Requirements\"><\/span><strong>5. Subscription Requirements<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>To create and use shared mailboxes, you must have an Exchange Online subscription. Exchange Online is included with many of the popular subscription plans, such as:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Microsoft 365 Business Basic<\/li>\n\n\n\n<li>Microsoft 365 Business Standard<\/li>\n\n\n\n<li>Office 365 Enterprise E1, E3, and E5<\/li>\n\n\n\n<li>Exchange Online Plan 1 and Plan 2<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-6-max-number-of-users\"><span class=\"ez-toc-section\" id=\"6_Max_Number_of_Users\"><\/span><strong>6. Max Number of Users<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>When planning for a shared mailbox, consider the number of users accessing it and the amount of data it will need to store. Shared mailboxes support up to 50 GB of data, enough space for most small to medium-sized teams.<\/p>\n\n\n\n<p>However, if you need more storage space, you may explore other options, such as a shared mailbox with an <a href=\"https:\/\/www.microsoft.com\/en-us\/microsoft-365\/exchange\/compare-microsoft-exchange-online-plans\">Exchange Online Plan 2 subscription<\/a>, which provides 100 GB of mailbox storage.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"588\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Exchange-Online-Pricing-Plan-1024x588.jpg\" alt=\"Exchange Online Pricing Plan\" class=\"wp-image-50510\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Exchange-Online-Pricing-Plan-1024x588.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Exchange-Online-Pricing-Plan-980x563.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Exchange-Online-Pricing-Plan-480x276.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>In terms of user access, shared mailboxes are optimized for a maximum of 25 active users.<\/p>\n\n\n\n<p>If you expect more than 25 users to access the shared mailbox regularly, you might want to consider alternatives like a <a href=\"https:\/\/learn.microsoft.com\/en-us\/microsoft-365\/admin\/create-groups\/office-365-groups?view=o365-worldwide\">Microsoft 365 Group<\/a> (&gt;1000 users) or a Teams channel. <\/p>\n\n\n\n<p>These tools offer additional features that can accommodate larger teams.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"929\" height=\"530\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Microsoft-365-Group-vs-Shared-Mailbox.jpg\" alt=\"Microsoft 365 Group vs Shared Mailbox\" class=\"wp-image-50514\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Microsoft-365-Group-vs-Shared-Mailbox.jpg 929w, https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/Microsoft-365-Group-vs-Shared-Mailbox-480x274.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 929px, 100vw\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-use-a-shared-mailbox-to-improve-productivity\"><span class=\"ez-toc-section\" id=\"Use_a_Shared_Mailbox_to_Improve_Productivity\"><\/span><strong>Use a Shared Mailbox to Improve Productivity<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Let\u2019s wrap things up!<\/p>\n\n\n\n<p>Shared mailboxes help teams work effectively. Tracking who has responded and when is easy when everyone can see the email communications in the shared mailbox.<\/p>\n\n\n\n<p>This helps prevent anything from slipping through the cracks and ensures teams stay on top of their tasks and responsibilities.&nbsp;<\/p>\n\n\n\n<p>Teams use shared mailboxes to improve email management and productivity, from education and healthcare to finance and customer service.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>According to FreeAgent CRM, workers receive 74 emails during the workday while sending 26 emails. That\u2019s an awful lot of information to deal with if emails are your team\u2019s main communication channel. Your department or company will likely end up with a broken workflow. To prevent that, many companies turn to shared mailboxes. Why? Because [&hellip;]<\/p>\n","protected":false},"author":33,"featured_media":50309,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"page-cirablog2.php","format":"standard","meta":{"_et_pb_use_builder":"","_et_pb_old_content":"","_et_gb_content_width":"","_nextfly_llmd_date_locked":false,"footnotes":""},"categories":[1478],"tags":[],"ppma_author":[13547],"class_list":["post-50254","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog-articles"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.1 (Yoast SEO v27.1.1) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>What is a Shared Mailbox? (2026 Complete Guide) \u2014 CiraSync &#8212; CiraSync<\/title>\n<meta name=\"description\" content=\"A shared mailbox is a mailbox you and your team can access to send and receive emails. When you send an email, each mailbox member will receive it.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/\" \/>\n<meta property=\"og:locale\" content=\"de_DE\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"What is a Shared Mailbox? (2026 Complete Guide) \u2014 CiraSync\" \/>\n<meta property=\"og:description\" content=\"A shared mailbox is a mailbox you and your team can access to send and receive emails. When you send an email, each mailbox member will receive it.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/\" \/>\n<meta property=\"og:site_name\" content=\"CiraSync\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/CiraSync\/\" \/>\n<meta property=\"article:published_time\" content=\"2024-09-19T01:49:48+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2025-12-19T18:56:44+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/cirasync.com\/wp-content\/uploads\/2024\/09\/What-is-a-Shared-Mailbox.png\" \/>\n\t<meta property=\"og:image:width\" content=\"2048\" \/>\n\t<meta property=\"og:image:height\" content=\"1168\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"Robert Roy\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@CiraSync\" \/>\n<meta name=\"twitter:site\" content=\"@CiraSync\" \/>\n<meta name=\"twitter:label1\" content=\"Verfasst von\" \/>\n\t<meta name=\"twitter:data1\" content=\"Robert Roy\" \/>\n\t<meta name=\"twitter:label2\" content=\"Gesch\u00e4tzte Lesezeit\" \/>\n\t<meta name=\"twitter:data2\" content=\"12\u00a0Minuten\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/cirasync.com\/de\/blog-articles\/shared-mailbox\/\"},\"author\":{\"name\":\"Robert Roy\",\"@id\":\"https:\/\/cirasync.com\/de\/#\/schema\/person\/535f3a809e1aed5b7c720b8961667839\"},\"headline\":\"What is a Shared Mailbox? 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