M365 Shared Mailboxes Landing Page

On this page:

Overview

Shared Mailboxes in M365 allow a group of individuals access to an additional mailbox in their web and local clients without having a set of shared credentials. With this mailbox, a group can send on behalf of an alias, maintain mail in a common inbox, and make use of a shared contact list and calendar.

How to Obtain

Faculty and staff can request a shared mailbox by contacting the Service Desk.

Please include the following information in your request:

• What is the primary use case for the shared mailbox?
• Is this for personal or full department email?
• If it is for your department, approximately how many people would use it?
• A preferred address for the mailbox (it must be 3-8 characters in length, start with a letter, and contain only lowercase letters, numbers, or underscores)
• A list of owners for the mailbox
• A list of members that should have access to the mailbox

Benefits and Key Features

• Send and receive email from the shared mailbox address
• Does not require a separate username/password or Duo for authentication
• Access to shared mailboxes is controlled via the Staff (mailbox-sh) Moira list
• Each Staff Moira list is owned by the respective Owner Moira list (mailbox-owner)
• Shared mailboxes follow the same naming convention as Kerberos usernames
• Emails sent from the shared mailbox will be placed in a separate "sent" folder for the shared mailbox

How to Use

To open a shared mailbox:

• Open and use a shared mailbox in Outlook
• Open a shared Mail, Calendar or People folder in Outlook for Mac

To manage members of a shared mailbox:

• To add more members to the shared mailbox you can update the membership of the Staff list via WebMoira List Manager
• Please allow up to 2 hours after making changes on groups.mit.edu for mailbox access to sync with Moira

Shared Mailbox Administration

• Shared mailboxes have a corresponding sponsored account that requires annual renewal
• The sponsored account can be renewed using the Sponsored Account application

Have Questions or Still Need Help?

• Contact the IS&T Service Desk

Additional escalation information for Help Staff can be found here: [hd:Accounts Handbook - Creating a Shared Mailbox in M365]