Exchange Connection Problems

How to Share One Microsoft 365 Email Address with Multiple Users

Maira Mehtab Sep 27, 2026 869 views

Question details

The user needs a method to allow three business users to access, read, and reply from a single shared Microsoft 365 email address.

Product: Microsoft 365
Device & OS: not provided
Scenario: Setting up a common business email identity for a small team.
Observed behavior: Multiple users need to log in with their own credentials but send and receive emails as the shared team identity.

Before you start

Ensure you have Microsoft 365 administrator privileges to create a shared mailbox, and confirm that the three users already have active Microsoft 365 licenses assigned to their individual accounts.

Solution 1Recommended

Create and Configure a Microsoft 365 Shared Mailbox

Set up a shared mailbox in the Microsoft 365 admin center to grant multiple users access to a single email address without requiring a separate license for the mailbox itself.

A shared mailbox is the Microsoft-recommended way for a group of people to monitor and send emails from a public email address, such as info@company.com or support@company.com.

Access Shared Mailboxes

Log in to the Microsoft 365 admin center. In the left navigation menu, go to 'Teams & groups' and select 'Shared mailboxes'.

Add a Shared Mailbox

Click on '+ Add a shared mailbox'. Enter a display name and the desired shared email address, then click 'Save changes'.

Add Members to the Mailbox

Once the mailbox is created, select 'Add members to this mailbox' under the Next steps prompt. Click 'Add members'.

Assign Permissions

Search for and select the three users who need access. Ensure they are granted both 'Full Access' (to read and manage emails) and 'Send As' (to reply from the shared address) permissions, then save the changes.

Licensing Requirement: While the shared mailbox itself does not require a license (up to 50GB), all individual users who access it must possess a valid Microsoft 365 Exchange Online license.

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Frequently Asked Questions

Do I need to buy an extra license for a Microsoft 365 shared mailbox?

No, a shared mailbox up to 50GB does not require its own license. However, every user accessing the shared mailbox must have their own active Microsoft 365 license that includes Exchange Online.

How do the three users access the new shared mailbox?

If they use the Outlook desktop client, the shared mailbox will automatically appear in their folder pane after restarting the app. On Outlook on the web, they can click their profile picture and select 'Open another mailbox' to view it.

What is the difference between 'Full Access' and 'Send As' permissions?

'Full Access' allows a user to open the shared mailbox to read, organize, and delete messages. 'Send As' allows the user to draft and send emails so that the recipient sees the shared email address as the sender, rather than the user's personal address.

Can I access a Microsoft 365 shared mailbox on a mobile device?

Yes, you can access a shared mailbox using the Outlook mobile app for iOS or Android. Go to Settings, tap 'Add Account', and choose 'Add a Shared Mailbox', then enter the shared email address.

Outlook & Email Problems