How to create a shared mailbox in Microsoft 365

SUPPORTED TENANTPILOT TASK · Fictional examples · Updated October 2026

When a shared mailbox makes sense

Use a shared mailbox where several colleagues need to read and respond to messages sent to one address. Its purpose differs from a distribution list, which forwards copies into individual inboxes. A shared mailbox can also have its own calendar.

Before you create it

• Choose an appropriate name and address that belongs to your organisation.
• Agree who will have access and whether they should send as the mailbox.
• Check the current Microsoft licensing rules for shared mailboxes, especially mailbox size, archive or hold requirements.

Create one in the Microsoft 365 admin centre

1. Sign in as an administrator with the required permissions.
2. Open Teams & groups → Shared mailboxes (the navigation may vary).
3. Choose Add a shared mailbox, provide the name and email address, then save.
4. Add approved members and set Full Access or Send As as appropriate.
5. Test receiving and sending mail with an authorised test account.

PowerShell example

In an authorised Exchange Online PowerShell session, an example for a new shared mailbox is:

New-Mailbox -Shared -Name "Enquiries" -DisplayName "Enquiries" -PrimarySmtpAddress "[email protected]"

Creating the mailbox does not itself grant colleagues access. Permission assignment is a separate step; review the permissions guide.

Where TenantPilot fits

TenantPilot includes a Create shared mailbox task. It can help an authorised staff member run the supported change while reviewing the details first. More complex migration or compliance work should remain with your IT team.