When to use a shared mailbox in Microsoft 365

Is it advisable to share the password of an email account among several people?

No. For addresses such as sales, support or reception, it is advisable to use a shared mailbox and assign permissions to individual accounts. This way each person preserves their identity, access can be removed and a common password is avoided.

Risks to review

• Not being able to attribute actions because everyone uses the same account and password.
• Maintain access for former employees or suppliers after their departure.
• Confuse read, send as and send on behalf of permissions.
• Overcome capacity or requirements that change the license conditions.

Safe recommendations

1. Create the shared mailbox from Microsoft 365 administration.
2. Assign access only to individual MFA-protected accounts.
3. Define who can read, send as, or send on behalf of the mailbox.
4. Set up owners and a process for adding and deleting members.
5. Review storage, retention, archiving, and licensing requirements.
6. Test sending, receiving, replies, and visibility in Outlook before communicating the change.

When to seek specialized help

• Mailbox exceeds limits, requires archiving, advanced retention, or automated access.
• An existing account with complex email and permissions is being converted.
• External users, applications or devices also send from the address.