Shared Mailboxes: The Secret to Smooth Team Communication
Collaboration Without the Chaos
If you’ve ever tried to manage a single “info@” or “support@” email address by forwarding messages to multiple people — you know how fast that can get messy. Replies overlap, messages get missed, and suddenly you’re double-emailing the same client from two different people.
That’s where shared mailboxes come in.
Shared mailboxes let multiple people access the same inbox — together — right from Outlook or Outlook.com. Everyone can see the same messages, replies, and history in one place. It’s the perfect way for teams to stay coordinated without clogging up personal inboxes.
Why We Love Shared Mailboxes
At Ultrex IT, we use shared mailboxes every day to support our clients. Here’s why:
- 🧠 Transparency for the whole team — Everyone sees the same messages and can easily tell what’s been handled and what hasn’t.
- ⚡ Faster responses — Any team member can reply, so you’re not waiting on one person to come back from lunch or vacation.
- 🧩 No extra licenses — Microsoft 365 shared mailboxes don’t need a paid license (under 50GB). It’s teamwork without the added cost.
- 🔒 Secure access control — We can manage exactly who can read, reply, or send from the shared address — and remove access instantly if roles change.
- 🪄 Unified communication — When someone replies, it comes from the shared address (like
support@yourcompany.com), not from an individual’s email — keeping things professional and consistent.
How Ultrex Uses Shared Mailboxes
We use shared mailboxes for almost everything that involves collaboration — from helpdesk communication to vendor coordination.
When you email IT@ultrex.com, you’re not sending a message to one person — you’re sending it to our entire IT team. Everyone sees it, and whoever is best equipped to help can jump in right away.
It’s faster, more reliable, and nothing slips through the cracks.
Want to Add a Shared Mailbox to Your Outlook?
We’ve got you covered — it only takes a minute.
👉 Click here for step-by-step instructions on adding a shared mailbox to Outlook.com or Outlook new.