Replace a shared mailbox password with named, controlled access where the product supports it. The change should preserve the team's ability to work while making it possible to remove one person's access independently.
01 Move to controlled access
- List everyone and every application using the current mailbox credentials. Identify whether the address represents a person, a department or an automated sender.
- Select the supported replacement model: mailbox delegation, a shared mailbox, a collaborative group or an application-specific sending connection.
- Create or verify named staff accounts and their MFA. Grant only the permissions needed to read, send or administer the shared resource.
- Test with a small group. Check incoming messages, reply identity, Sent visibility and the ability to remove a participant.
- Update authorised applications separately. Do not break a website form or business system by rotating a password before its replacement connection is ready.
- Rotate the old shared credentials and revoke obsolete sessions or app access using the provider's supported controls.
- Document the mailbox owner, access-review schedule and the process for adding or removing staff.
Common questions
Does delegation let a colleague change my account password?
Permissions vary by product, but mailbox access should be distinct from full account administration. Review the actual rights before granting access.
What if OX or another plan lacks the required shared-mailbox feature?
Ask us which supported workflow is available for that subscription. Do not assume that another provider's collaboration feature exists in the same form.
Can we keep the old password as a fallback?
A widely known credential preserves the original access problem. Use a controlled recovery process with an accountable owner instead.