A shared mailbox is an email inbox that allows multiple people to send and receive email from the same address. It is used when multiple people need access to the same mailbox, such as a company information or support email address, reception desk, or other function that might be shared by multiple people. Shared mailboxes can also be used to provide a common calendar, allowing multiple users to schedule and view. Shared mailboxes are different from distribution lists as they enable mutual communication. Whereas a distribution list allows for information to be disseminated but not discussed, shared mailboxes enable users to reply to messages and let anyone who has access to the mailbox see those responses. Some key features of shared mailboxes include:
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Multiple users: Multiple users can access the same mailbox and send from the same address.
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Common calendar: Shared mailboxes can provide a common calendar, allowing multiple users to schedule and view.
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No owner or password: A shared mailbox technically has no owner, and it doesnt have its password. Members cant sign in to the shared mailbox directly. The admin must add users as members of the shared mailbox, and then they can access it, either online or through an email client.
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Storage limit: A shared mailbox can store up to 50GB of data without assigning a license to it. After that, a license must be assigned to the mailbox to store more data.
Shared mailboxes are an excellent option for teams on a small budget. Specifically, they are handy for IT teams, sales, or smaller support groups that need to have a lot of insight into incoming conversations, as they allow folks to see what issues are prevalent at any given time.
