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Working with Shared Mailboxes in Microsoft 365Updated 2 years ago

Adding the shared mailbox to Outlook Desktop App

  • After your admin has added you as a member of a shared mailbox, close and then restart Outlook. The shared mailbox should automatically display in your Folder pane in Outlook.  If you don’t see it 

  • Related support article - Open and use a shared mailbox in Outlook 





Adding the shared mailbox to Outlook Web Access

If you have been given permission to access another user's folder:

  • Log into Outlook Web Access - Outlook 

  • Right-click Folders (located within the left-hand folder list).

  • Select Add shared folder.

  • Enter the name or email address of the individual within the provided search field and select the correct result from the list. Then select Add.

  • The account name of the individual will now be visible within the left-hand folder list. Select the drop-down arrow beside the account name to view the folders you have permission to.

Adding the shared mailbox to Outlook mobile app

  • Sign in to your primary account in Outlook for iOS or Android

  • Tap the Add Account button in the left navigation pane, then tap Add a Shared Mailbox

  • Related support article -Add a shared mailbox to Outlook mobile

Sending email as a Shared Mailbox address

  • Begin creating a new email message, or reply to an existing message 

  • A new message form opens in the reading pane

  • Select More, and then select Show From. This option shows you that the people who receive the email message will see that it comes from the shared mailbox and not from your own email account.

    Note: The first time you use a shared mailbox to send an email, you won't see the name of the shared mailbox account in the Show From drop-down. For your first-time use, delete your name, type the name of the shared mailbox in place of your name, and then send the message. In the future, the name of the shared mailbox will display in the drop-down next to Show From, and you can select it.

  • To add recipients, type the name of anyone who is in your contacts folder or organization’s address list, or type the email address in the To or Cc box. The first time you enter a person’s name, Outlook Web App searches for that person’s address. In the future, the name is cached so it resolves quickly.

  • Enter a subject and the message you want to send.

  • When your message is ready to go, select Send

  • Related support article -Open and use a shared mailbox in Outlook Web App 

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