---
title: "Shared Mailbox vs User Mailbox"
slug: "shared-mailbox-vs-user-mailbox"
tags: ["Microsoft 365"]
updated: 2025-05-06T00:37:47Z
published: 2025-05-06T00:37:47Z
canonical: "help.opensense.com/shared-mailbox-vs-user-mailbox"
excludeFromExternalSearch: true
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.opensense.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Shared Mailbox vs User Mailbox

## **Difference Between Exchange Online Shared Mailboxes and User Mailboxes**

### **Overview**

Understanding the differences between an **Exchange Shared Mailbox** and a **User Mailbox** is essential for configuring Microsoft Exchange effectively.

- **Shared mailboxes** are designed for team-based email management and do **not require individual login credentials**.
- **User mailboxes** are assigned to individual users and **require an Exchange Online license**, though access can be shared through delegated permissions.

This guide outlines the **key distinctions**, including use cases, licensing, and permissions.

### **1. Exchange Shared Mailbox**

#### **Overview**

An **Exchange Shared Mailbox** is a mailbox that multiple users can access to send and receive emails. It **does not** have its own login credentials and is commonly used for team-based email management, such as customer support or general inquiry accounts.

#### **Key Characteristics**

- **Shared Access** – Multiple users can access the mailbox through assigned permissions instead of sharing login credentials.
- **No Login Required** – Users access the shared mailbox using their own accounts with appropriate permissions (**Full Access, Send As, or Send on Behalf**).
- **Licensing** – No license is required **if the mailbox size is under 50GB**. If it exceeds 50GB, an **Exchange Online Plan 2 license is required**.
- **Designed for Team Collaboration** – Ideal for **group-based communication**, such as customer service or shared inboxes.
- **Email Sending** – Emails sent from a shared mailbox appear **as the shared mailbox’s address**. Users **must** have “Send As” or “Send on Behalf” permissions to send emails on behalf of the mailbox.

#### **Common Use Cases**

- Customer service or team-based email addresses such as [**support@example.com**](/docs/shared-mailbox-vs-user-mailbox#) or [**info@example.com**](/docs/shared-mailbox-vs-user-mailbox#).
- General inquiry mailboxes used by multiple team members.

### **2. User Mailbox Shared with Others**

#### **Overview**

A **User Mailbox** is assigned to an individual user, but access can be shared with others through delegation (**Full Access, Send As, or Send on Behalf**). It is intended for **personal use but can be shared** for collaboration when necessary.

#### **Key Characteristics**

- **Individual Ownership** – Each user mailbox is assigned to a specific person with their own login credentials.
- **Sharing via Permissions** – Access to the mailbox is granted by **delegating permissions** to other users.
- **Requires License** – Unlike shared mailboxes, **user mailboxes always require an Exchange Online license**.
- **Email Sending** – Emails sent from a user mailbox **show the original user’s email address** unless “Send As” or “Send on Behalf” is configured.

#### **Common Use Cases**

- Personal mailboxes where the user **needs to delegate access** to an assistant or team member.
- Executive assistants who **manage another user’s mailbox**.

### **3. Key Differences Between Shared and User Mailboxes**

| **Feature** | **Exchange Shared Mailbox** | **User Mailbox Shared with Others** |
| --- | --- | --- |
| **Ownership** | No individual ownership; accessible by multiple users. | Owned by an individual user. |
| **Access** | Accessed via permissions assigned to multiple users. | Accessed by delegating permissions to others. |
| **Licensing** | No license required if under 50GB. License needed if over 50GB. | Requires an Exchange Online license. |
| **Login Credentials** | No login credentials; accessed through users’ accounts. | Tied to the individual user’s login credentials. |
| **Email Sending** | Emails sent from the shared mailbox’s address. | Emails sent from the individual user’s address or with “Send As” permissions. |

### **4. Licensing Considerations**

- Shared mailboxes under **50GB** do **not** require a license.
- Shared mailboxes over **50GB** require an **Exchange Online Plan 2 license**.
- All users accessing a shared mailbox **must have an Exchange Online license**.
- User mailboxes **always require an Exchange Online license**.

### Additional Resources

- [Microsoft Answers: Difference Between Shared Mailbox and User Mailbox](https://learn.microsoft.com/en-us/answers/questions/1619118/difference-between-shared-mailbox-and-user-mailbox)
- [Microsoft Tech Community: Shared Mailbox Use - Send As](https://techcommunity.microsoft.com/discussions/exchange_general/shared-mailbox-use-send-as-not-send-on-behalf-from-outlook-2016/130787)
- [Microsoft Documentation: About Shared Mailboxes](https://learn.microsoft.com/en-us/microsoft-365/admin/email/about-shared-mailboxes?view=o365-worldwide)
- [Emazzanti: Shared Mailbox vs Regular Mailbox in Microsoft Exchange](https://www.emazzanti.net/shared-mailbox-vs-regular-mailbox-in-microsoft-exchange/)
- [Alif Consulting: User Mailbox vs Shared Mailbox](https://www.alifconsulting.com/post/difference-between-a-user-mailbox-and-a-shared-mailbox)

### Opensense Support

For further assistance, contact Opensense Support:

- Email: help@opensense.com
- Knowledge Base: help.opensense.com