Multiple users may require access to the same mailbox for various reasons, which is why shared mailboxes are so standard. Examples include:
- Email addresses for corporate information and support.
- Front desks.
- A variety of other common functions.
Yes! A shared mailbox is still capable of receiving email messages. After the storage capacity of a shared mailbox has been reached, you may continue to receive an email for a short period, but you won’t be able to send any new messages. After that point, it will no longer be able to receive email.
However, despite this fact, using a shared mailbox does come with a few drawbacks. You cannot, for instance, forward emails when using a shared account. Because you and another user are sharing the mailbox, strictly speaking, it is not yours; for this reason, the recipient of any message you give them will not be able to access it. We’ll cover all you need to know about shared mailboxes and their restrictions in this blog article, including everything you need to know about their limits.
Is it possible for a shared mailbox to still get the email?
There have been shared mailboxes available for quite some time. They are an excellent means of providing members of your team with the opportunity to receive your emails and answer on your behalf without requiring them to register an account using your email address as part of the registration process.
On the other hand, not everybody knows that shared mailboxes are available or how they might be used. Therefore, if you ask whether or not an email may still be received in a shared mailbox, the answer is yes!
However, when utilizing this kind of mailbox, you need to be aware of certain restrictions. Let’s take a more in-depth look at the information you need about shared mailboxes and their constraints on their use.
Is it possible to send and receive messages using a shared mailbox?
You can send and receive messages from a shared mailbox today, and the shared mailbox stores all of the messages you send from that mailbox. The shared mailbox has a capacity limit of 50 GB. If you wish to add archiving to it, you will need to purchase a license for it, but other than that, there are no user credentials linked with it. It is not a rudimentary or restricted functionality in any way.
Does a shared mailbox come with its inbox?
To create a shared mailbox, you must designate an email inbox with its associated email address and invite individual users to join it. This is in contrast to the traditional method of sharing the login credentials for a single account. The email address linked to the shared mailbox does not have a single user account that is solely dedicated to it.
Why is it that I am unable to send an email while I am using a shared mailbox?
Cause. Exchange Server needs the authorization to transmit as the specified user in this arrangement before sending the email message. Outlook won’t be able to send the message if you don’t have the authorization to send messages using the shared mailbox’s Send As feature.
Receiving Email in a Shared Mailbox.
One of the most common concerns concerning shared mailboxes is that you cannot forward messages sent to the shared mailbox, as we have discussed before. However, the circumstance is somewhat more intricate than that description suggests.
Imagine that you have access to the shared email address and have received an email there, which you then sent to another address. The communication recipient will receive a copy of the message in its original and duplicate forms.
Sending Email in a Shared Mailbox.
It is now possible to send emails using a mailbox many users share. One thing to keep in mind about this situation is that your name is technically not connected to the email account you use. Since it is not your email address, you will not be able to use it to log in to any websites or mobile applications.
On the other hand, you won’t run into any problems if you utilize it to send emails from your existing contacts. Before sending any essential emails from a mailbox shared with other people, you should consider them.
Anyone who receives the email and verifies the address will notice that it is not associated with your name. This can be an issue for you if you are trying to send confidential emails. The absence of a word in the “From” column may arouse suspicion and cause the recipient to see your emails as less reliable.
Limitations of Using a Shared Mailbox.
When utilizing a shared mailbox, there are a few more things you need to be aware of in addition to the problems that we have already covered above. One disadvantage is that shared mailboxes have a storage capacity that is capped at 50 gigabytes.
Therefore, if you are getting a significant number of emails each day, you may need to switch to a different mailbox type as soon as the storage limit is met. This is especially true if you have a lot of attachments.
Another disadvantage is that shared mailboxes only have a certain amount of storage days. This implies that after 14 days, all emails sent to the shared mailbox will be automatically removed from that mailbox.
This indicates that you should only use a shared mailbox for communication intended to last just a brief period, such as mailing newsletters, surveys, or receiving comments. You should use a different mailbox if you require one for long-term communication, such as email conversations or documents. These can be stored in the mailbox.
The group of persons who have access to this mailbox cannot be expanded by adding anyone from outside your company or an email address that is accessible to the public. If your sales associates choose to use Gmail, however, you won’t be able to add that address to the list of authorized persons to access the shared mailbox since Gmail doesn’t allow it. (However, you can do so in Groups!)
Access to shared mailboxes is restricted to either the desktop client for Outlook or the web client for Outlook. That is, you will have to use the pre-installed browser on your phone to access it from your mobile device. That may be inconvenient for certain people, especially those who are remarkably portable.
Bottom Line
Shared mailboxes are a great way to share a single email address with multiple people in your organization. This can help manage an email address for inquiries, receive feedback, or send clients newsletters.
However, it is essential to be aware of the limitations of a shared mailbox. You cannot use it as your primary email address, forward emails sent to it, or change the email address. Shared mailboxes help distribute emails to multiple people in your team. However, they are unsuitable for long-term communication due to their limited storage capacity.
