Accessing a Shared mailbox
Use this guide to open a shared mailbox or send email from one after IT gives you access. A shared mailbox is one email address that several people can read and reply from, such as a department inbox.
Before You Start
- IT has given you permission to the shared mailbox
- The shared mailbox's email address or name
- The new Outlook app on your computer, or Outlook on the web (
https://outlook.cloud.microsoft/mail/)
Shared Mailbox Permission Levels
IT can give you one or both of these permissions. Follow the section that matches the permission you have.
| Permission | What it lets you do | Follow this section |
|---|---|---|
| Full Access | Open the shared mailbox and read, add, and delete its email. Does not let you send as the mailbox. | Open a Shared Mailbox |
| Send As | Send email that shows as coming from the shared mailbox. | Send Email as a Shared Mailbox |
Open a Shared Mailbox (Full Access)
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Open the new Outlook app, or sign in to Outlook on the web at
https://outlook.cloud.microsoft/mail/. If Outlook was already open when IT gave you access, close it and open it again. -
Look at the folder list on the left side of Outlook. If the shared mailbox is already listed, you're done. If not, continue to the next step.
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In the folder list, right-click your own email address, then click Add shared folder or mailbox.
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In the Add a shared email account window, type the shared mailbox's name or email address, select it from the list, and click Continue.
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A Shared email account added message appears with a green check mark. Click Close.
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Close the Settings window by clicking the X in its top-right corner.
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The shared mailbox now shows in the folder list on the left, with its own folders (Inbox, Sent Items, and so on) under its name.
Send Email as a Shared Mailbox (Send As)
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Open the new Outlook app, or sign in to Outlook on the web at
https://outlook.cloud.microsoft/mail/. -
Click New mail.
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If you don't see a From field next to the Send button, click the Options tab and select the Show From check box.
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Click the From field next to the Send button. A list of email addresses opens.
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Select the shared mailbox's email address. If it isn't listed, click Other email address... and type the shared mailbox's email address.
Result: The From field shows the shared mailbox's address. Write and send your email as usual.
If Something Goes Wrong
- An error appears when you add the shared mailbox
- You don't have permission to that mailbox yet. Contact IT.
- The shared mailbox doesn't show in your folder list
- The mailbox only appears in the folder list if you have Full Access. If you only have Send As, use the Send Email as a Shared Mailbox section instead.