Shared Mailboxes

Shared mailboxes are generic accounts accessed by multiple users — for example, an email address used for a project, task, or department.

A shared mailbox does not require an M365 license because it provides email-only functionality (no access to other M365 apps).

Access is granted through a security group, and users are added to the appropriate group. Security groups are created within the relevant department or faculty: Academic Support units use IST Service Desk to request one, while faculties manage their own.

Mailbox Type

Mailbox Type
Shared	No M365 license Must have security group with users added
User	Requires an M365 license Uses its own credentials to log in: username, password and 2FA (each user will need to add their own device for 2FA).
User with security group	Requires an M365 license can sign-in to access M365 apps like Skype, Word, etc. Users in security group can access mailbox exactly like a shared mailbox

Note that a message sent to a Shared mailbox that is marked as Private will not show in the Desktop app. The message will only show in the Web version of Outlook.