How to Add a Shared Mailbox in Microsoft 365 Admin Center

TABLE OF CONTENTS

• Step 1: Sign in to Microsoft 365 Admin Center
• Step 2: Navigate to Shared Mailboxes
• Step 3: Create a New Shared Mailbox
• Step 4: Enter Shared Mailbox Details
• Step 5: Assign Members to the Shared Mailbox
• Step 6: Inform Users How to Access
• Notes:

Follow these steps to create a shared mailbox that multiple users can access and use:

Step 1: Sign in to Microsoft 365 Admin Center

    •    Go to https://admin.microsoft.com.

    •    Sign in with your administrator account.

Step 2: Navigate to Shared Mailboxes

    •    In the left-hand menu, select Teams & groups.

    •    Click on Shared mailboxes.

Step 3: Create a New Shared Mailbox

    •    Click + Add a shared mailbox at the top of the page.

Step 4: Enter Shared Mailbox Details

    •    Name: Enter a display name for the shared mailbox (e.g., “Legal Department”).

    •    Email: Enter the email address you want for the shared mailbox (e.g., legal@yourcompany.com).

    •    Click Save changes.

Step 5: Assign Members to the Shared Mailbox

    •    After saving, click on the new shared mailbox in the list.

    •    Click Edit under the Members section.

    •    Click + Add members.

    •    Select the users who should have access to this shared mailbox.

    •    Click Save.

Step 6: Inform Users How to Access

    •    Users with access will see the shared mailbox automatically in Outlook (if auto-mapping is enabled).

    •    Alternatively, users can add the shared mailbox manually in Outlook if it doesn’t appear.

Notes:

    •    Shared mailboxes do not require a license unless the mailbox size exceeds 50 GB or you enable an archive.

    •    Members can send email as the shared mailbox or on behalf of it if permissions are properly configured.

    •    Assign Send As or Send on Behalf permissions via Exchange Admin Center or PowerShell if needed.