'%3e%3cpath%20d='M8%200C12.4183%200%2016%203.58172%2016%208C16%2012.4183%2012.4183%2016%208%2016C3.58172%2016%200%2012.4183%200%208C0%203.58172%203.58172%200%208%200ZM11.6162%204.38379C11.2257%203.99337%2010.5927%203.99338%2010.2021%204.38379L8%206.58594L5.79785%204.38379C5.40732%203.99334%204.77429%203.99329%204.38379%204.38379C3.99331%204.77429%203.99335%205.40733%204.38379%205.79785L6.58594%208L4.38379%2010.2021C3.99348%2010.5927%203.99341%2011.2257%204.38379%2011.6162C4.77426%2012.0066%205.40734%2012.0065%205.79785%2011.6162L8%209.41406L10.2021%2011.6162C10.5927%2012.0066%2011.2257%2012.0067%2011.6162%2011.6162C12.0067%2011.2257%2012.0066%2010.5927%2011.6162%2010.2021L9.41406%208L11.6162%205.79785C12.0066%205.40735%2012.0066%204.77429%2011.6162%204.38379Z'%20fill='%23080E17'%20fill-opacity='0.46'/%3e%3c/g%3e%3cdefs%3e%3cclipPath%20id='clip0_3761_713'%3e%3crect%20width='16'%20height='16'%20fill='white'/%3e%3c/clipPath%3e%3c/defs%3e%3c/svg%3e)
How to Manage Microsoft 365 Business Basic Email Aliases and Shared Mailboxes
Question details
The user wants to configure multiple email addresses on a single custom domain without purchasing unnecessary app licenses.
- Product
- Microsoft 365 Business Basic
- Device & OS
- not provided
- Scenario
- Setting up website email links and coworker addresses efficiently while minimizing licensing costs.
- Observed behavior
- Needs to understand when a separate paid license is required versus when free aliases or shared mailboxes can be used.
Ensure you have global admin or Exchange admin privileges in your Microsoft 365 admin center before attempting to configure aliases or mailboxes.
Use Email Aliases for Simple Forwarding
Best for routing emails from different addresses (like info@ or sales@) directly into a single existing user's inbox without extra cost.
An email alias is simply an additional email address associated with an existing licensed user. Any email sent to the alias will be delivered to the primary user's inbox. This does not require an additional Microsoft 365 license.
Log in to the Microsoft 365 admin center, navigate to 'Users' in the left menu, and select 'Active users'.
Click on the user account that should receive emails sent to the new address.
In the user pane, click on 'Manage email aliases'. Type the new prefix (e.g., info), select your custom domain, click 'Add', and then save your changes.
Create a Shared Mailbox for Team Access
Ideal when multiple team members need to monitor and reply from a common email address (like support@) without requiring an extra license.
Purchase a License for Independent Coworkers
Required when a coworker needs their own separate login credentials, personal inbox, and distinct sending identity.
Looking to save more on business software? Try WPS Office
While you optimize your email licenses with Microsoft 365, you can also significantly reduce your software costs by using WPS Office. It provides a complete, lightweight, and free office suite that is fully compatible with Microsoft Word, Excel, and PowerPoint formats.
- 1. Download WPS Office: Visit the official WPS website and download the free version for Windows, Mac, or Linux.
- 2. Install the software: Run the installer and follow the on-screen instructions to set up WPS Office on your device.
- 3. Open existing Office files: Launch WPS Office and directly open your existing Microsoft Word, Excel, or PowerPoint files to continue working seamlessly.
Frequently Asked Questions
Do shared mailboxes in Microsoft 365 cost money?
Shared mailboxes are generally free as long as they stay under 50 GB of storage and are only accessed by users who already have their own active Microsoft 365 user licenses.
Can I reply from an email alias?
Yes, Microsoft 365 allows sending from an alias, but this feature is disabled by default. It must be enabled by a global or Exchange administrator in the Exchange admin center.
What happens if a shared mailbox exceeds 50 GB?
If a shared mailbox exceeds the 50 GB limit, it will stop receiving new emails. To increase the capacity to 100 GB, you will need to purchase and assign an Exchange Online Plan 2 license to the shared mailbox.
Can a shared mailbox have its own password?
No, shared mailboxes do not have their own standalone login credentials. Authorized users must sign in with their personal licensed accounts and then access the shared mailbox from within their own Outlook client.
