Microsoft 365 indexes the contents of group and shared mailboxes to make items discoverable. Email sent from a shared or group mailbox remains in the mailbox and is available to everyone with access to the mailbox.Group mailboxes gained support for the assignment of the Send As and Send on Behalf Of permissions to group members in 2019.

Users can impersonate a group or shared mailbox by using its identity to Send As the mailbox.Either a group or shared mailbox is a good destination for email sent to a team, department, or other function. A single point of email contact, with support for multiple proxy addresses.Multiple user access to mailbox contents.The Basicsįirst, what functionality can you expect from both options? Here’s a list: At least, that’s what you might imagine based on the number of announcements covering new features for shared mailboxes. The last time Practical365 considered the question of using Groups or shared mailboxes (November 2017) as the basis for teams that need to share email, the judgment was “it depends.” That classic consultant recommendation resulted because each option supported some unique functionality that could be the difference in certain scenarios.įive years later, the features available in Outlook Groups have improved while shared mailboxes have largely remained static. An Outlook group is a Microsoft 365 group that uses email for collaboration. Microsoft recently rolled out an important update for Outlook Groups to allow group members to create and use folders and inbox rules. What’s the Best Choice for Email-Based Collaboration? What’s the Best Choice for Email-Based Collaboration?.

Outlook online open shared mailbox