The Short Answer
A Person Needs A User; A Team Function Usually Needs A Shared Mailbox; An Alias Is Only Another Address
Use a licensed user account for a real person who signs in and needs Microsoft 365 services. Use a shared mailbox for a team function such as accounts@ or support@ when authorised people need to read and send from one mailbox without sharing its password. Use an alias when one mailbox simply needs another receiving address; an alias is not a separate inbox, identity or permission boundary.
What Matters Most
- Never make several people share an individual account password.
- A shared mailbox has members and permissions rather than a normal shared sign-in.
- An alias delivers into its target mailbox and does not create separate history.
- Licence requirements depend on mailbox size, archive and feature use; check current Microsoft terms.
Microsoft 365 Support & Migration · Your Next Step
Move Business Email Or Get Microsoft 365 Working Better
Tell our Sunshine Coast team whether you are moving platforms or fixing an existing issue, your current mail platform, approximate number of users and preferred timing. We can plan email migration, resolve account or mail problems and clarify who owns ongoing administration.
Migration, support and administration are quoted to the agreed scope. Microsoft licences and independent backup are separate unless expressly included. Share the problem, not passwords or business data.
Enquire first. Scope and costs are agreed before work begins.
Explore The Service And Inclusions01
Match The Object To The Job
A named staff member needs their own identity so MFA, access, audit and offboarding follow the person. A team address needs continuity when staff change. An alternate spelling or old domain may only need to deliver to an existing mailbox.
Trying to save a licence by making several people use one user account weakens accountability and makes secure offboarding difficult.
| Need | Best Starting Point | Why |
|---|---|---|
| Person signs in | User account | Individual identity, licence and access |
| Team manages one inbox | Shared mailbox | Delegated read/send access |
| Second address, same inbox | Alias | No separate storage or workflow |
| Broadcast to members | Distribution group | Delivers a copy to recipients |
02
Design For Accountability And Handover
Grant staff only the access needed, decide whether sent messages appear in the shared history and document who owns replies. Use mailbox rules carefully; hidden forwarding can create privacy and continuity problems.
When a person leaves, block their account, preserve required data and remove delegated access. A business function should continue through its shared mailbox without inheriting a former employee's identity.
- Named owner for the business function.
- Full Access and Send As permissions reviewed separately.
- Shared sent-item behaviour confirmed.
- No direct shared-password sign-in.
- Forwarding and automatic replies documented.
- Access reviewed when roles change.
03
Check Licence And Capacity Requirements
Microsoft permits some shared mailboxes without a separate licence within defined limits, but archive, larger storage and certain compliance features can require licensing. User licences are still required for the people accessing Microsoft 365 services.
Ultra IT can review the existing tenant, convert suitable functional mailboxes and document identities so the business pays for the right objects without compromising ownership.
Common Questions
Clear Answers Before You Decide
Does A Shared Mailbox Need A Licence?
It may not need a separate licence within Microsoft's current limits, but archive, capacity or compliance features can change that. Users accessing it still need appropriate licences.
Can An Alias Have Its Own Inbox?
No. An alias is another address for the target mailbox. Use a shared or user mailbox when separate storage and access are required.
Can Staff Send From A Shared Mailbox?
Yes, when an administrator assigns the required Send As or Send on Behalf permission and the client is configured appropriately.
Sources And Review Notes
This guide combines Ultra IT's practical service experience with the current primary sources below. Product availability, pricing and platform guidance can change; check the linked source or ask us to review the current environment before acting.
