06/25/2026
If your business uses a generic email like info@, sales@, or support@, there's a good chance you're paying for it incorrectly.
The default approach most SMBs take is to set up a regular user mailbox, share the password between staff, and call it a day.
That setup creates two real problems.
1) There's no audit trail of who sent what.
When someone leaves, they still have the password. And shared passwords are one of the most common ways small businesses get compromised.
2) You're paying for a Microsoft 365 license on a mailbox that no human owns.
Microsoft 365 has a built-in feature that solves both: Shared Mailboxes.
A Shared Mailbox lets multiple staff access the same email address (info@, support@, etc.) using their own personal logins.
Replies appear to come from the shared address.
Every action is logged under the individual employee. And it does not require a separate license if the mailbox stays under 50 GB.
How to set one up:
1. Sign in to admin.microsoft.com
2. Go to Teams & groups > Shared mailboxes
3. Click Add a shared mailbox
4. Enter a display name and email address
5. Click Add members and choose who gets access
Members can read, send from, and manage the shared address from their own Outlook within an hour.
When an employee leaves, you remove them from the mailbox in 30 seconds.
There are no password changes, and no risk of an ex-employee still reading client emails.
