A Shared Mailbox in Office 365 is basically an unlicensed Exchange Online mailbox, they are often used for the info@ mailbox or similar where more than one person needs to see what’s come in…
What’s good about a Shared Mailbox ?
- there’s effectively no limit to the number of them but we recommend keeping it sensible
- there’s no license cost for shared mailboxes however if you don’t apply a license to them they you cannot use Microsoft’s Advanced Threat Protection to protect them so extra care should be taken with the messages in there
- yes they can still benefit from the Spam Control settings in Exchange
- we can convert a departing staff member to a shared mailbox and redeploy their Office License to another user
- keeps their mailbox intact
- makes it easy to give their manager or replacement access to historical emails
Note: to work with these your Office 365 Admin will first have to create the Shared Mailbox and delegate access to the appropriate people… These must be licensed users.
Shared Mailboxes and Security
Security Best Practice is to BLOCK SIGN-IN for Shared Mailboxes to prevent brute force attacks on their static password and we cannot do 2FA on them…
How do I access a Shared Mailbox ?
It’s quite easy, here we will outline the most common ways…