{"id":2441,"date":"2026-05-12T11:44:50","date_gmt":"2026-05-12T11:44:50","guid":{"rendered":"https:\/\/www.cloudbik.com\/resources\/?p=2441"},"modified":"2026-05-12T11:50:20","modified_gmt":"2026-05-12T11:50:20","slug":"save-company-it-cost-using-shared-mailboxes-in-microsoft-365","status":"publish","type":"post","link":"https:\/\/www.cloudbik.com\/resources\/blog\/save-company-it-cost-using-shared-mailboxes-in-microsoft-365\/","title":{"rendered":"Save Company IT Cost Using Shared Mailboxes in Microsoft 365"},"content":{"rendered":"<p>Many companies purchase unnecessary Microsoft 365 licenses for common mailboxes such as support@company.com, hr@company.com, accounts@company.com, or info@company.com. In most cases, businesses can reduce licensing costs by properly using Shared Mailboxes in Microsoft 365.<\/p>\n<p>A Shared Mailbox allows multiple employees to access and manage emails from one common mailbox without needing a full Microsoft 365 license in many scenarios. This helps companies improve collaboration while optimizing IT expenses.<\/p>\n<h2><strong>What is a Shared Mailbox?<\/strong><\/h2>\n<p>A <a href=\"https:\/\/www.cloudbik.com\/resources\/blog\/add-shared-mailbox-as-additional-account-outlook\/\">Shared Mailbox<\/a> is a mailbox designed for team access instead of individual users.<\/p>\n<p>Common examples:<\/p>\n<ul>\n<li>support@company.com<\/li>\n<li>sales@company.com<\/li>\n<li>hr@company.com<\/li>\n<li>billing@company.com<\/li>\n<\/ul>\n<p>Multiple users can:<\/p>\n<ul>\n<li>Read emails<\/li>\n<li>Reply to emails<\/li>\n<li>Send emails as the shared mailbox<\/li>\n<li>Access calendar and contacts<\/li>\n<\/ul>\n<h2><strong>How Company can Save Cost Using Shared Mailboxes?<\/strong><\/h2>\n<p>Instead of purchasing:<\/p>\n<ul>\n<li>1 separate license for every common mailbox<\/li>\n<\/ul>\n<p><strong>Companies can:<\/strong><\/p>\n<ul>\n<li>Create one Shared Mailbox<\/li>\n<li>Allow existing licensed employees to access it<\/li>\n<\/ul>\n<p><strong>Example:<\/strong><\/p>\n<table>\n<thead>\n<tr>\n<td><strong>Mailbox Type<\/strong><\/td>\n<td><strong>License Required<\/strong><\/td>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>User Mailbox<\/td>\n<td>\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Yes<\/td>\n<\/tr>\n<tr>\n<td>Shared Mailbox (under Microsoft limits)<\/td>\n<td>\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Usually No<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><strong>If a company has:<\/strong><\/p>\n<ul>\n<li>20 department mailboxes<\/li>\n<\/ul>\n<p>Using Shared Mailboxes instead of licensed users can save significant monthly licensing costs.<\/p>\n<p><strong>Shared Mailbox Without Delegation \u2013 Common Login Method<\/strong><\/p>\n<p>Some companies configure Shared Mailboxes as a direct login mailbox instead of using delegation permissions.<\/p>\n<p>Example:<\/p>\n<ul>\n<li>support@company.com has username\/password<\/li>\n<li>Multiple employees use same credentials<\/li>\n<\/ul>\n<p><strong>This method is commonly used for:<\/strong><\/p>\n<ul>\n<li>Outlook access<\/li>\n<\/ul>\n<ol>\n<li><a href=\"https:\/\/www.cloudbik.com\/resources\/blog\/bulk-create-shared-mailbox-office-365\/\">Create a Shared Mailbox<\/a> in Microsoft 365 Admin Centre.<\/li>\n<\/ol>\n<p><img fetchpriority=\"high\" decoding=\"async\" class=\"alignnone size-full wp-image-2443\" src=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/outlook-1.png\" alt=\"\" width=\"756\" height=\"252\" srcset=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/outlook-1.png 756w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/outlook-1-300x100.png 300w\" sizes=\"(max-width: 756px) 100vw, 756px\" \/><\/p>\n<ol start=\"2\">\n<li>Configure the Shared Mailbox for direct login access without mailbox delegation permissions<\/li>\n<\/ol>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-2444\" src=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/outlook2.jpg\" alt=\"\" width=\"760\" height=\"326\" srcset=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/outlook2.jpg 760w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/outlook2-300x129.jpg 300w\" sizes=\"(max-width: 760px) 100vw, 760px\" \/><\/p>\n<ol start=\"3\">\n<li>Verify the Shared Mailbox account appears under Active Users without any assigned Microsoft 365 license.<\/li>\n<\/ol>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-2445\" src=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/outlook3.jpg\" alt=\"\" width=\"756\" height=\"277\" srcset=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/outlook3.jpg 756w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/outlook3-300x110.jpg 300w\" sizes=\"(max-width: 756px) 100vw, 756px\" \/><\/p>\n<ol start=\"4\">\n<li>Reset the Shared Mailbox account password from the Microsoft 365 tenant admin center.<\/li>\n<\/ol>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-2446\" src=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/Screenshot-2026-05-12-143536.png\" alt=\"\" width=\"761\" height=\"267\" srcset=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/Screenshot-2026-05-12-143536.png 761w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/Screenshot-2026-05-12-143536-300x105.png 300w\" sizes=\"(max-width: 761px) 100vw, 761px\" \/><\/p>\n<ol start=\"5\">\n<li>Open Microsoft Outlook and add the Shared Mailbox account using the mailbox login credentials.<\/li>\n<\/ol>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-2447\" src=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/outlook5.png\" alt=\"\" width=\"521\" height=\"325\" srcset=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/outlook5.png 521w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/outlook5-300x187.png 300w\" sizes=\"(max-width: 521px) 100vw, 521px\" \/><\/p>\n<ol start=\"6\">\n<li>Configure normally account in office<\/li>\n<\/ol>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-2448\" src=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/outlook6.png\" alt=\"\" width=\"751\" height=\"557\" srcset=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/outlook6.png 751w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/outlook6-300x223.png 300w\" sizes=\"(max-width: 751px) 100vw, 751px\" \/><\/p>\n<p>7. Verify that the Shared Mailbox account is successfully configured and accessible in Outlook.<\/p>\n<ul>\n<li>Teams meeting links<\/li>\n<li>Shared business communication<\/li>\n<\/ul>\n<p><strong>Although technically possible, Microsoft recommends proper delegation instead of credential sharing for better security and auditing.<\/strong><\/p>\n<p>Some companies configure Shared Mailboxes as direct login accounts instead of using delegation permissions.<\/p>\n<p><strong>Examples:<\/strong><\/p>\n<ol>\n<li>support@company.com<\/li>\n<li>hr@company.com<\/li>\n<li>accounts@company.com<\/li>\n<\/ol>\n<p>In some low-usage scenarios, companies also use Shared Mailboxes for individual users to help reduce Microsoft 365 licensing costs.<\/p>\n<p><strong>Example:\u00a0 jony@abc.com<\/strong><\/p>\n<p>If the user\u2019s work is not business-critical and only basic email access is required, administrators may:<\/p>\n<ul>\n<li>Create a Shared Mailbox<\/li>\n<li>Enable direct login access<\/li>\n<li>Assign individual mailbox credentials<\/li>\n<li>Configure the account directly in Outlook<\/li>\n<\/ul>\n<p><strong>This approach is sometimes used for:<\/strong><\/p>\n<ul>\n<li>Basic email communication<\/li>\n<li>Temporary users<\/li>\n<li>Low activity accounts<\/li>\n<li>Cost optimization scenarios<\/li>\n<\/ul>\n<p><strong>In this method:<\/strong><\/p>\n<ol>\n<li>Admin creates the mailbox<\/li>\n<li>Enables sign-in for the account<\/li>\n<li>Assigns a password<\/li>\n<li>Adds the mailbox directly into Outlook<\/li>\n<\/ol>\n<p><strong>Users can then:<\/strong><\/p>\n<ul>\n<li>Login directly using mailbox credentials<\/li>\n<li>Send and receive emails<\/li>\n<li>Use the mailbox like a common company account<\/li>\n<\/ul>\n<p><strong>This approach is often used by companies that want:<\/strong><\/p>\n<ul>\n<li>Simple shared access<\/li>\n<li>One common mailbox for teams<\/li>\n<li>Reduced Microsoft 365 licensing costs<\/li>\n<\/ul>\n<p>In this configuration, the Shared Mailbox follows the traditional Exchange authentication method, where users access Outlook by directly entering the Shared Mailbox email address and password instead of using delegated Modern Authentication access.<\/p>\n<p><strong>\u00a0<\/strong><strong>Using SSPR Policy for Shared Mailbox Password Reset<\/strong><\/p>\n<p>Many companies also configure:<\/p>\n<ul>\n<li>Self-Service Password Reset (SSPR)<\/li>\n<\/ul>\n<p>through Microsoft Entra ID for common mailbox accounts.<\/p>\n<h4><strong>What is SSPR?<\/strong><\/h4>\n<p>SSPR (Self-Service Password Reset) allows users to:<\/p>\n<ul>\n<li>Reset passwords securely<\/li>\n<li>Recover account access<\/li>\n<li>Verify identity using authentication methods<\/li>\n<\/ul>\n<p>without requiring IT administrator intervention.<\/p>\n<h4><strong>How To configure SSPR<\/strong><\/h4>\n<ul>\n<li>Open Your Entra portal \u2192search password Reset<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-2460\" src=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/123.png\" alt=\"\" width=\"1594\" height=\"809\" srcset=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/123.png 1594w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/123-300x152.png 300w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/123-1024x520.png 1024w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/123-768x390.png 768w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/123-1536x780.png 1536w\" sizes=\"(max-width: 1594px) 100vw, 1594px\" \/><\/p>\n<ul>\n<li>If you are creating this policy at the tenant level, select <strong data-start=\"60\" data-end=\"67\">All<\/strong>. However, if you want it to apply only to specific users \u2192Selected<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-2461\" src=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/234.png\" alt=\"\" width=\"1734\" height=\"361\" srcset=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/234.png 1734w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/234-300x62.png 300w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/234-1024x213.png 1024w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/234-768x160.png 768w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/234-1536x320.png 1536w\" sizes=\"(max-width: 1734px) 100vw, 1734px\" \/><\/p>\n<ul>\n<li>Here, you need to select the group to which the chosen users will be added for the SSRP policy.<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-2462\" src=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/342.png\" alt=\"\" width=\"1647\" height=\"919\" srcset=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/342.png 1647w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/342-300x167.png 300w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/342-1024x571.png 1024w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/342-768x429.png 768w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/342-1536x857.png 1536w\" sizes=\"(max-width: 1647px) 100vw, 1647px\" \/><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-2463\" src=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/456.png\" alt=\"\" width=\"1650\" height=\"851\" srcset=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/456.png 1650w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/456-300x155.png 300w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/456-1024x528.png 1024w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/456-768x396.png 768w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/456-1536x792.png 1536w\" sizes=\"(max-width: 1650px) 100vw, 1650px\" \/><\/p>\n<p><strong>How Companies Use SSPR for Shared Mailboxes In some business environments?<\/strong><\/p>\n<ul>\n<li>Shared mailbox credentials are managed by multiple authorized users<\/li>\n<li>Password expiration policies are enabled<\/li>\n<li>SSPR helps quickly reset passwords when required<\/li>\n<\/ul>\n<p><strong>Example workflow:<\/strong><\/p>\n<ol>\n<li>Shared mailbox password expires<\/li>\n<li>Authorized team member opens Microsoft password reset portal<\/li>\n<li>Identity verification is completed<\/li>\n<li>Password is reset securely<\/li>\n<li>Outlook access continues without IT downtime<\/li>\n<\/ol>\n<h4><strong>Using Teams Meeting Links Without Full Teams Access<\/strong><\/h4>\n<p>Many companies notice:<\/p>\n<p>Shared mailbox users cannot fully login to Teams desktop app<\/p>\n<p>But Teams meeting links still work<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-2442\" src=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/team.png\" alt=\"\" width=\"756\" height=\"360\" srcset=\"https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/team.png 756w, https:\/\/www.cloudbik.com\/resources\/wp-content\/uploads\/2026\/05\/team-300x143.png 300w\" sizes=\"(max-width: 756px) 100vw, 756px\" \/><\/p>\n<h4><strong>Why does Teams work with an unlicensed shared mailbox?<\/strong><\/h4>\n<p>Because Teams meeting participation uses:<\/p>\n<ul>\n<li>Web authentication tokens<\/li>\n<li>Meeting guest access<\/li>\n<li>Browser-based authentication<\/li>\n<\/ul>\n<p><strong>Users can:<\/strong><\/p>\n<ul>\n<li>Join meetings through browser<\/li>\n<li>Authenticate using Microsoft identity session<\/li>\n<li>Access meeting audio\/video<\/li>\n<\/ul>\n<p><strong>Even if:<\/strong><\/p>\n<ul>\n<li>Full Teams license is not assigned<\/li>\n<li>Desktop Teams app login fails<\/li>\n<\/ul>\n<p>Authentication Method Used Modern Microsoft 365 environments use Modern Authentication.<\/p>\n<h4><strong>Shared Mailbox with Modern Authentication<\/strong><\/h4>\n<p>When a Shared Mailbox is configured using delegation permissions in Microsoft 365, users do not need the Shared Mailbox password.<\/p>\n<p>Users sign in with their own Microsoft 365 account, and Microsoft Modern Authentication uses:<\/p>\n<ul>\n<li>OAuth 2.0<\/li>\n<li>OpenID Connect<\/li>\n<li>Secure authentication tokens<\/li>\n<\/ul>\n<p>After login, the Shared Mailbox automatically appears in Outlook without direct mailbox login.<\/p>\n<p><strong>Benefits:<\/strong><\/p>\n<ul>\n<li>No password sharing<\/li>\n<li>MFA support<\/li>\n<li>Better security<\/li>\n<li>Easy auditing<\/li>\n<li>Secure Outlook access using delegated permissions and token-based authentication<\/li>\n<\/ul>\n<p><strong>\u00a0<\/strong><strong>Conclusion<\/strong><\/p>\n<p><strong>\u00a0<\/strong>Shared Mailboxes in Microsoft 365 are an effective solution for companies looking to reduce unnecessary licensing costs while managing common business email accounts efficiently. Businesses can use Shared Mailboxes for support, HR, accounts, and other common communication purposes without purchasing separate licenses for every mailbox.<\/p>\n<p>Companies may configure Shared Mailboxes using direct login methods or delegation permissions based on business requirements. However, Microsoft recommends using delegation with Modern Authentication for better security, MFA support, auditing, and secure token-based access without password sharing.<\/p>\n<p>With proper configuration, Shared Mailboxes help organizations improve collaboration, simplify communication management, optimize IT expenses, and maintain a secure Microsoft 365 environment. For businesses planning tenant-to-tenant migrations, CloudBik also helps migrate Shared Mailboxes securely while preserving mailbox access, permissions, and business communication continuity during Microsoft 365 migrations.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Many companies purchase unnecessary Microsoft 365 licenses for common mailboxes such as support@company.com, hr@company.com, accounts@company.com, or info@company.com. In most cases, businesses can reduce licensing costs by properly using Shared Mailboxes&hellip;<\/p>\n","protected":false},"author":2,"featured_media":2464,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[1],"tags":[134,130,103,118,119,120,112,113,123,128,125,126,127,124,111,116,115,133,132,131,117,102,104,107,109,114,121,108,129,105,106,110,122,135],"class_list":["post-2441","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog","tag-cloudbik-migration-of-sharedmailbox","tag-microsoft-365-cost-optimization","tag-microsoft-365-shared-mailbox","tag-microsoft-entra-id-authentication","tag-oauth-2-0-microsoft-365","tag-openid-connect-authentication","tag-reduce-microsoft-365-license-cost","tag-save-company-it-costs","tag-shared-mailbox-access-in-outlook","tag-shared-mailbox-audit-logging","tag-shared-mailbox-best-practices","tag-shared-mailbox-business-communication","tag-shared-mailbox-compliance","tag-shared-mailbox-configuration","tag-shared-mailbox-cost-saving","tag-shared-mailbox-delegation","tag-shared-mailbox-direct-login","tag-shared-mailbox-for-accounts-team","tag-shared-mailbox-for-hr-department","tag-shared-mailbox-for-support-team","tag-shared-mailbox-mfa","tag-shared-mailbox-microsoft-365","tag-shared-mailbox-migration","tag-shared-mailbox-migration-microsoft-365","tag-shared-mailbox-modern-authentication","tag-shared-mailbox-outlook-setup","tag-shared-mailbox-password-reset","tag-shared-mailbox-security","tag-shared-mailbox-security-best-practices","tag-shared-mailbox-t2t-migration","tag-shared-mailbox-tenant-to-tenant-migration","tag-shared-mailbox-without-license","tag-sspr-shared-mailbox","tag-t2t-migration"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v25.6 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Save Company IT Cost Using Shared Mailboxes in Microsoft 365 - Cloudbik<\/title>\n<meta name=\"description\" content=\"Save company IT costs with Shared Mailboxes in Microsoft 365. 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