Add Multiple Users to a Shared Mailbox in Microsoft 365

Himanshu Goyal
Himanshu Goyal | Updated On - 10 Feb 2022 |

Read time 4 minutes

As an Exchange Online (Microsoft 365) user, you might be familiar with a shared mailbox, which is used by a group of people added or assigned to the shared mailbox to send and receive emails from a common email ID. Using this common email address of the shared mailbox, any group member can send an email which will be received by all other members automatically and the same goes for the reply on that email which can be viewed by other users also as it remains in the shared mailbox only It is a useful service by Microsoft 365 for same department users or those who are involved in the same project or event.

However, a shared mailbox can only be created and managed by a global admin account or Exchange Online admin account.

This article is specially written for Exchange Online admins who are new to this role and want to learn how to create and add multiple users to a shared mailbox.

Creating a Shared Mailbox

Generally, there are two ways to create a shared mailbox in Exchange Online. You can either use the Exchange Admin Center or Exchange PowerShell to create shared mailboxes.

But, Exchange PowerShell requires technical expertise and accurate knowledge of the commands to create a Shared mailbox. In contrast, the Exchange Admin Center is ideal for new admins as it provides you a simple process for adding members to a shared mailbox.

Here, we will discuss how you can create a shared mailbox with the Exchange admin center.

  1. Open Exchange Admin Center and go to Groups.
  2. In the Groups section, select the Shared Mailboxes page.
  3. The Shared Mailbox page will appear on the screen, select ‘+ Add a mailbox.
  4. Now, provide the name and email address for the shared mailbox.
  5. After providing the details for the Shared mailbox, click Add.

It will take a few minutes to create a shared mailbox and add members to it. Once the shared mailbox is created, you can add members to it.

Adding Users to a Shared Mailbox

If you want to add users to the recently created shared mailbox, then select ‘Add members to this mailbox’ and follow the process. However, if you’re going to add members to any other shared mailbox, then follow the below steps:

  1. Sign in to Exchange Admin Center and go to Groups and select Shared Mailboxes.
  2. The shared mailboxes will appear on the screen, select the mailbox to which you want to add members to.
  3. From the Details Pane menu, select Edit.
  4. Now, click the ‘Add members‘ button on the top.
  5. The list of users in your organization will display in the pane. You can select multiple users by selecting the checkbox next to their names, or you can also search for the users if you have a long list.
  6. After selecting the users, click Save.

It will take at least 60 minutes to show up the added users to the shared mailbox.

Removing Members from a Shared Mailbox

You can easily remove any member from a shared mailbox by using the Exchange Admin Center.

  1. Select the shared mailbox from which you want to remove the user.
  2. In the Details Pane menu, select Edit.
  3. The shared mailbox users will be displayed in the pane, click the ‘X‘ icon next to the user that you want to remove from the shared mailbox.
  4. Once you are done removing the users, click Save.

It will take the same time to remove the users from the shared mailbox.

Adding and removing users from shared mailboxes is very easy with the Exchange Admin Center. But, when it comes to migrating shared mailboxes from one tenant to another, you need to have adequate knowledge of PowerShell commands; else you won’t be able to do that manually.

However, you can use an automated solution like Kernel Office 365 Migration if you are not comfortable using Exchange PowerShell to migrate shared mailboxes. This tool provides you with additional functionalities that make it easier for users to migrate Microsoft 365 mailboxes from one tenant to another.

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Wrap Up

Microsoft 365 shared mailboxes are convenient for users who are working on the same task and dealing with the same clients. This allows them to communicate from a common email id. But, when it comes to adding more users to the shared mailbox, it becomes a little complicated for the admin. So, we have created this article to help you learn how you can add multiple users to Microsoft 365/Exchange Shared mailboxes.