Shared Mailbox guides
An Exchange Online mailbox that multiple users can read and send from, with no licence per user. See the glossary entry →
9 guides touch on shared mailbox.
- Distribution lists vs Microsoft 365 Groups
How DLs, mail-enabled security groups, and Microsoft 365 Groups differ — and when to use each.
- How to convert a user mailbox to a shared mailbox
How to convert a user mailbox to a shared mailbox in Exchange Online, when it's the right leaver move, the 50 GB and hold rules, and removing the licence.
- Microsoft 365 Groups vs Teams vs SharePoint sites
Three closely-related concepts that confuse a lot of users. Here's the model.
- Microsoft 365 offboarding process
A complete offboarding workflow for departing users — account, data, licence, and audit handling.
- Migrating a shared mailbox to a distribution group, or back
How to move an address from a shared mailbox to a distribution group, or back, without dropping mail — what happens to history, and when a Group is better.
- Outlook cached mode and OST files
How classic Outlook caches mailbox data locally — what an OST file is, when to use cached mode, and the modern alternatives.
- Proxy addresses and email aliases in Exchange Online
How Exchange Online decides which addresses a mailbox answers to: proxy addresses, primary SMTP, UPN vs email, sending from aliases, and hybrid gotchas.
- Shared mailboxes explained
Shared mailboxes are mailboxes multiple people can monitor. Here's how they differ from groups, distribution lists, and personal mailboxes.
- SharePoint team sites vs communication sites
The two main SharePoint site types — what each is for, and how to pick.