Add a Shared Mailbox in Outlook
Windows (Desktop App)
- Open Outlook (classic)
- If you’re using ‘New Outlook’, skip down to the OWA section. It’s very similar.
- Select the File tab on the ribbon.
- Select Account Settings > Account Settings.
- Select the Email tab.
- Make sure the correct account is highlighted, then choose Change.
- Choose More Settings > Advanced tab > Add.
- Type the shared email address, such as info@contoso.com.
- Choose OK > OK.
- Choose Next > Finish > Close.
- The shared mailbox should now auto-populate in the left pane.
Send mail from the shared mailbox
- Open Outlook.
- Choose New Email.
- If you don't see the From field at the top of your message, choose Options > From.
- Click From in the message and change to the shared email address. If you don't see your shared email address, choose Other email address and then type in the shared email address.
- Choose OK.
- Finish typing your message and then choose Send.
- From now on when you want to send a message from your shared mailbox, the address will be available in your From drop-down list.
- Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.
Mac
- Open the Outlook application.
- Look to the upper left after Outlook opens and click on “File” to open a menu, hover over Open, and select “Shared Mailbox” or “Shared Calendar”.
- Search for the mailbox or calendar by searching for the email of the user you are going to access the mailbox or calendar.
- Once you have selected the user go to the bottom right of the pop-up and click on “Add”.
- The system will verify if your account has permissions to add the mailbox. If so, it should auto-populate in the left pane of Outlook.
Outlook Web App (OWA)
- Sign in to your account at Outlook.com.
- Right-click on Folders in the left navigation pane > choose Add shared folder or mailbox.
- Type the email address of the shared mailbox that you have access to > Click Add
- The shared mailbox should now be added to the left navigation pane, underneath Folders
- You can expand or collapse the shared mailbox folders as you can with your primary mailbox. You also can remove the shared mailbox from your Folder list. To remove it, right-click the shared mailbox, and then select Remove shared folder.