Do shared mailboxes need a license?
Last reviewed by the MSLicenseHub Licensing Desk.
Up to 50 GB, no. A shared mailbox in Exchange Online does not require a license as long as no user signs into it directly — staff access it as a delegated mailbox from their own licensed account. Above 50 GB the shared mailbox must be assigned a Microsoft 365 license (typically Exchange Online Plan 2).
If you need In-Place Archive on the shared mailbox, that also requires a license. Same if you want to enable Litigation Hold for compliance — those are licensed features, even on a shared mailbox.
Apply this to your deployment
- User or device
- Applications
- Plan or version
Separate perpetual desktop editions from subscription plans. Confirm included apps, operating system, commercial-use rights and shared-computer deployment rights; not every Microsoft 365 plan includes desktop apps or Teams.
Decision checklist
| Check | What to record |
|---|---|
| Product and version | Record the full name, edition, version and part number in the quote. |
| Scope of use | Identify the user, device or deployment; count only the metric applicable to this product. |
| Evidence and support | Retain the agreement, invoice and support lifecycle date; perpetual licensing does not mean perpetual support. |
Official Microsoft terms and licensing guidance · Product support lifecycle
Practical checklist
- A shared mailbox in Exchange Online needs no licence while it stays under 50 GB and has no archive or litigation hold requirement.
- Users who open the shared mailbox need their own licensed mailbox; the shared mailbox is not a free way to give unlicensed people email.
- Assign an Exchange Online Plan 2 (or an Exchange Online Archiving add-on) when you need more storage, an auto-expanding archive or in-place/litigation hold.
- Do not sign in to a shared mailbox directly; access it through delegated permissions.
Common mistakes to avoid
- Converting a departed user's mailbox to shared and keeping it above 50 GB without a licence.
- Using a shared mailbox as a personal account with a known password.
- Forgetting retention requirements before removing the licence.
Official source: Microsoft documentation. Licensing terms change; confirm against the current Product Terms before buying.
Still unsure?
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