As collaboration becomes more important in today’s business landscape, the Shared Mailbox feature in Outlook bridges the gap between email and other essential tools in Microsoft 365.
In this post, we’ll explore how Shared Mailboxes can improve communication and increase productivity by connecting Microsoft 365’s ecosystem. After a breakdown of the tool, we’ll provide features, benefits, and how Makios Technology can ensure you get the most out of the revolutionary communication system.
Understanding Microsoft Shared Mailboxes
A Shared Mailbox is a digital inbox that multiple users can access to read and send messages. Typically, the platform is used by an organization or team to consolidate communications, offer transparency, share contacts, and use an integrated calendar.
Organizations use shared or group mailboxes so multiple users can send and receive emails under a single entity. For example, a ‘support,’ ‘contact,’ or ‘sales’ email address that represents the company can be shared with multiple people who have been given access by an administrator account.
Key Features and Benefits
Utilizing a
instills professionalism within an organization, encourages collaboration, and empowers customer service. Below are the key features of the tool and how a group mailbox can benefit any organization.
Shared, Centralized Communications
Microsoft 365 is a comprehensive platform connected by the cloud. As a result, each tool can be accessed remotely and updated from any internet-enabled device.
Adding a Shared Outlook email leverages other tools within Microsoft 365. For example, a team member with access can update the shared calendar, access the SharePoint document library, and edit OneNote to serve the account sufficiently and keep other team members in the loop.
Visibility
Representing the company behind an external password-protected email account can be problematic, especially for growing organizations. Shared email provides visibility for all team members with access, ensuring there isn’t an information silo.
Transparency and Accountability
Enabling a shared system encourages a culture of accountability because there is no hiding behind a password-protected account. Incoming emails must be responded to promptly and offer the necessary support.
Admin Control
Permissions over the account allow the admin to assign team members with specific access. In addition, the admin can see the entire conversation history to fully understand how the company is represented and hold team members accountable.
In addition, Shared Mailboxes can’t be accessed directly with Outlook or the application. Administrators must send an invitation that grants permission to the shared mailbox, adding an extra layer of authentication and control.
Security
Controlled access is fundamental to maintaining strong data privacy and security. Shared Emails are empowered by Microsoft 365’s robust security and data loss prevention tools. In addition, centralizing data storage and enabling role-based permissions creates extra protection over sensitive information.
Unlimited Shared Mailboxes
Shared Mailboxes for Outlook is a free service for all Microsoft 365 subscriptions. Users can create unlimited Shared Mailboxes with a data limit of 50GB each.
Improve Communications and Productivity with Shared Emails
Microsoft 365 is an incredibly powerful business tool suite that encourages collaboration and efficiency. Shared Email in Outlook is one of the most exciting features helping organizations streamline communications.
If you want to implement Shared Email in your organization, please get in touch with us for a free consultation. We also offer fully managed services, so we can help you get the most out of Microsoft 365 regardless of how you want to use the platform.
