Exchange Connection Problems

How to Manage Microsoft 365 Email-Only Accounts and Shared Mailboxes

Maira Mehtab Sep 20, 2026 869 views

Question details

Organizations need to provide shared access to department mailboxes or set up individual email-only accounts while navigating Microsoft 365 licensing requirements and the 50 GB storage limit.

Product: Microsoft 365
Device & OS: not provided
Scenario: Setting up office or department mailboxes for shared user access or configuring standalone email accounts.
Observed behavior: Users need to understand the correct setup methods and licensing rules for an unlicensed shared mailbox under 50 GB versus a licensed Exchange Online email-only account.

Before you start

Ensure you have global admin or Exchange admin permissions in Microsoft 365 to create mailboxes and assign access rights to other users.

Solution 1Recommended

Create a Shared Mailbox in Microsoft 365 Admin Center

Best for providing multiple users access to a single department email address (like info@ or sales@) without needing to purchase an additional license.

Sign in to the Admin Center

Go to the Microsoft 365 admin center and log in with your global or Exchange admin credentials.

Navigate to Shared Mailboxes

In the left navigation menu, go to Teams & groups, then select Shared mailboxes.

Add a Shared Mailbox

Click on 'Add a shared mailbox', enter a descriptive name and the desired email address, and click 'Save changes'.

Assign Mailbox Permissions

Once created, click 'Add members to this mailbox' under the Next steps prompt, and select the users who need Send As or Full Access permissions.

Solution 2

Provision an Exchange Online Plan 1 Email-Only Account

Ideal when an individual requires their own dedicated email-only account without needing the full suite of Microsoft 365 desktop applications.

Solution 3

Upgrade a Shared Mailbox Exceeding 50 GB

Necessary if a shared mailbox grows beyond the free 50 GB storage limit or requires advanced compliance and archiving features.

Free Microsoft Office alternative

Boost Productivity with WPS Office

While you manage your organization's email infrastructure with Microsoft 365, you can save significantly on desktop software licensing by using WPS Office. It provides a lightweight, highly compatible, and free alternative to Word, Excel, and PowerPoint for your team's document creation needs.

1. Download the Installer: Visit the official WPS Office website and click 'Free Download' to get the installer for your operating system.
2. Install WPS Office: Run the downloaded file and follow the on-screen instructions to complete the installation.
3. Open Your Office Files: Launch WPS Office and seamlessly open, edit, and save your existing Microsoft Word, Excel, and PowerPoint documents without losing formatting.

Free to use with an intuitive, familiar ribbon interface.Fully compatible with Microsoft Office formats (.docx, .xlsx, .pptx).Lightweight desktop application that runs smoothly on older hardware.Built-in PDF editing tools for streamlined document management.

Frequently Asked Questions

Do I need to assign a license to a Microsoft 365 shared mailbox?

No, a shared mailbox does not require a separate license as long as its storage remains under 50 GB. If it exceeds 50 GB or needs an In-Place Archive, an Exchange Online license must be assigned.

How do users access a shared mailbox after being granted permission?

Users can access the shared mailbox by opening Outlook on the web, right-clicking their primary folder hierarchy, and selecting 'Add shared folder'. In the Outlook desktop client, the shared mailbox will typically map and appear automatically after restarting the application.

Can a shared mailbox have its own login password?

By default, a shared mailbox does not have its own password and direct login is disabled. Users must sign in to their own licensed Microsoft 365 account and then access the shared mailbox using their delegated permissions.

What is the difference between a shared mailbox and a Microsoft 365 group?

A shared mailbox is primarily designed for centralized email reception and sending from a generic address (like info@company.com). A Microsoft 365 group provides a broader shared workspace for collaboration, which includes a mailbox, a shared calendar, a SharePoint site, and Microsoft Teams integration.

Outlook & Email Problems