A shared mailbox like support@ or info@ lets a team work from one inbox without handing out a shared password — everyone signs in as themselves. This guide walks through how shared mailboxes and shared calendars actually work in Microsoft 365.
Why a shared mailbox beats a shared login
No passwords to hand out, and it’s already included in your plan.
Shared mailboxes and calendars, step by step
1A shared mailbox is its own inbox, not a person
Think support@, info@, or billing@, no individual owns it.
2Share your calendar so the team can plan around it
In Outlook, use Share Calendar, and pick a permission level.
★Need shared mailboxes or calendars set up right?
We’ll set up team inboxes, the right send permissions, and shared calendars.
A few practical notes
- It shows up on its own — Full Access usually adds the shared mailbox to Outlook automatically, no manual setup
- 50 GB included, 100 GB with a license — Most team inboxes never get close; a license raises the cap if needed
- Send As or Send on Behalf — Send As looks like it’s from the shared address; Send on Behalf shows the sender’s name too
A couple of things to watch
- Don’t use it as a login — A shared mailbox can’t sign in on its own unless you assign it a license
- Review who has access — People change roles, access should change with them
- Use it for a role, not a person — support@ outlives whoever’s answering it today
Recap: shared mailboxes and calendars
- A shared mailbox is a team inbox, not a person
- Full Access to open it, Send As to reply as it
- 50 gigabytes included, no extra license needed for most teams
- Share your calendar, pick the right permission level
- Need it set up right? Call Naples Computers
Printable quick guide
Frequently asked questions
What’s the difference between a shared mailbox and giving everyone the same login?
A shared mailbox has no password of its own. Staff open it through their own Microsoft 365 account once granted Full Access, so there’s a real audit trail of who did what, and no shared credential to manage or leak.
What’s the difference between Full Access, Send As, and Send on Behalf?
Full Access lets someone open and manage the mailbox like an owner, but doesn’t by itself let them send mail as it. Send As makes outgoing mail appear to come from the shared address; Send on Behalf shows the shared address plus the sender’s own name.
Does a shared mailbox need its own Microsoft 365 license?
Not for basic use: it holds up to 50 GB without a license. Raising that to 100 GB requires assigning the mailbox an Exchange Online Plan 2 license.
How do I share my calendar with coworkers in Outlook?
Use Share Calendar in Outlook and pick a permission level for each person, such as free/busy only, full event details, or edit access.
Related guides
- Microsoft 365 Basics: OneDrive, SharePoint, and Teams
- Turn On MFA for Your Whole Microsoft 365 Company
- Employee Onboarding and Offboarding: The Tech Checklist
Source: About shared mailboxes (Microsoft Learn)