✅ Use Shared Mailboxes + Proper Delegation

? Setup:

  1. Create 3 Shared Mailboxes in Microsoft 365 Admin Center:

    • Example: support@domain.com, sales@domain.com, info@domain.com

  2. Assign All 6 Users the Following Permissions for each shared mailbox:

    • ✅ Full Access

    • ✅ Send As (or Send on Behalf — see note below)

This allows them to read, reply, and send as the shared mailbox, all from their own Outlook session.

? What This Enables

  • The shared mailboxes automatically appear in Outlook (if auto-mapping is enabled)

  • Users can switch the From address in replies to use the shared mailbox identity

  • All 6 users can collaborate simultaneously, see conversation history, and cover each other

  • No need to log out or switch profiles

? Offline Coverage

Because:

  • Shared mailboxes are cached in Outlook (if using Cached Mode),

  • Users can continue working in offline mode with their assigned shared mailbox,

  • And send email — it will queue and send once online again

? Bonus Tips:

✅ Use “Send As” vs. “Send on Behalf”

  • Send As: Email appears to come directly from the shared mailbox

  • Send on Behalf: Appears as “John on behalf of support@domain.com”

Use Send As for cleaner customer-facing communication.

? Use Separate Folders or Categories

Each user can use Outlook’s rules or color categories to manage:

  • Personal inbox

  • Shared inboxes

  • Tasks or flagged follow-ups

?️ How to Assign Permissions (Admin Center or PowerShell):

Via Microsoft 365 Admin Center:

  1. Go to Groups > Shared Mailboxes

  2. Click the shared mailbox

  3. Add members under:

    • Read and manage (Full Access)

    • Send As