The Power of Shared Mailboxes in Microsoft 365
Most of us would be familiar with the "user" mailbox - it's typically what we encounter every time we log into "our" email - it contains the messages sent directly to us and copies of those emails we send to others.
Within the Microsoft 365 platform, another type of mailbox - often ignored - can make all the difference in both business processes and provide clients/suppliers with a consistent place to send correspondence: the shared mailbox.
The shared mailbox allows the creation of an email address not assigned directly to an individual user - i.e., where a job role or department requires its email address. The most appropriate solution is the 'shared mailbox'.
Shared mailboxes are not 'owned' by any one individual. They can be accessed and managed by one or more assigned members of staff and offer the following benefits:
- Persist even when staff members leave an organisation;
- Require no additional user licence;
- Are Role or Department – think ‘Accounts@’, ‘Sales@’ etc.
By choosing shared mailboxes instead of individual user addresses, organisations can streamline communication for specific job roles or departments. This centralised approach ensures that important emails are easily accessible to designated staff members, regardless of personnel changes. Shared mailboxes also eliminate the need for additional user licences, making them a cost-effective solution for managing organisational communication needs.
Shared mailboxes provide a seamless and efficient way to handle correspondence within an organisation. So, when it comes to setting up additional mailboxes, opting for shared ones can be a game-changer in enhancing communication processes and promoting collaboration within the workplace.
Just remember, shared mailboxes can only be accessed via a named, licenced user account. They can be a cost-effective solution for managing organisational communication needs in the exemplary scenario.
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