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M365 Shared Mailboxes Landing Page

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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:

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?

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

IS&T Contributions

Documentation and information provided by IS&T staff members


Last Modified:

March 14, 2025

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