fbpx

Setup Shared Mailbox in Outlook

Get a Shared Mailbox in Outlook

Open and use a shared mailbox in Outlook

Open and Use A Shared Mailbox In Outlook

Applies To Outlook for: Microsoft 365 Outlook 2024 Outlook 2021 Outlook 2019 Outlook 2016 Office 365 Small Business Microsoft 365 admin Outlook on the web New Outlook for Windows

A shared mailbox makes it easy for a group of people to monitor and send email from a public email alias like info@contoso.com. When a person in the group replies to a message sent to the shared mailbox, the email appears to be from the shared address, not from the individual user. In classic Outlook, you can also use the shared mailbox as a shared team calendar. A shared mailbox is also suitable for use as a "noreply" email account. 

Tip: If you're a small business owner looking for more information on how to get Microsoft 365 set up, visit Small business help & learning.

A shared mailbox isn't designed for anyone who's sharing the mailbox to sign in directly to the account. The account for the shared mailbox itself should stay in a disabled state.

Tip: Before you can use a shared mailbox, the Microsoft 365 admin for your organization has to create it and add you as a member. For more information, see Create a shared mailbox, which describes what the admin needs to do.

Shared mailbox in New Outlook

Note: If the steps under this New Outlook tab don't work, you may not be using new Outlook for Windows yet. Select the Classic Outlook tab and follow those steps instead.

Tip: To help executive assistants and delegates better navigate mailbox management in the new Outlook, here are the some mail tips

Add a shared mailbox to new Outlook

After your admin has added you as a member of a shared mailbox, close and then restart new Outlook. The shared mailbox should automatically display in your Folder pane.

Shared mailbox in Classic Outlook

After your admin has added you as a member of a shared mailbox, close and then restart Outlook. The shared mailbox should automatically appear in your Folder pane in classic Outlook.

Shared mailbox displays in Folder List in Outlook

What if it didn't work?

  • If your admin only recently added you to a shared mailbox, it may take a few minutes before the shared mailbox appears. Wait a bit and then close and restart Outlook again.
  • If that didn't work, then manually add the shared mailbox to Outlook:
    1. Open classic Outlook.
    2. Select the File tab on the ribbon, then select Account SettingsAccount Settings.
    3. Select the Email tab.
    4. Make sure the correct account is highlighted, then choose Change.
    5. Choose More Settings > Advanced > Add.
    6. Type the shared email address, such as info@contoso.com.
    7. Choose OK > OK.
    8. Choose Next > Finish > Close.

Outlook on the Web

A shared mailbox makes it easy for a group of people to monitor and send email from a public email address, like info@contoso.com. When a person in the group replies to a message sent to the shared mailbox, the reply appears to come from the shared address, not from the individual person. You can also use the shared mailbox as a shared team calendar.

Tip: Before you can use a shared mailbox, the Microsoft 365 admin for your organization has to create it and add you as a member. For more information, ask your admin to see Create a shared mailbox, which describes what the admin needs to do.

Add the shared mailbox so it displays under your primary mailbox

If you want to monitor the email from your primary mailbox and the shared mailbox at the same time, use this method. After you complete this task, the shared mailbox and its folders are displayed in the left navigation pane each time you open Outlook on the web.

  1. Sign in to your account in Outlook on the web.
  2. For Exchange Online mailboxes, right-click Folders in the left navigation pane, and then choose Add shared folder or mailbox. For Exchange on-premises mailboxes, right-click the name of your primary mailbox (such as Molly Dempsey) in the left navigation pane, and then choose Add shared folder or mailbox.

    Screenshot showing selection to Add shared folder or mailbox

  3. In the Add shared folder dialog box, type the name of the shared mailbox you are a member of, such as info@contoso.com.

The shared mailbox displays in your Folder list in Outlook on the web. 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 click Remove shared folder.

Receive notifications of new messages in a shared mailbox

To receive notifications of new messages in the Inbox of a shared mailbox, you must open the shared mailbox in a separate browser window.

Open the shared mailbox in a separate browser window

Use this method if you want to view and manage the email for the shared mailbox in its own browser window. This method also lets you receive notifications of new items in the Inbox of the shared mailbox.

  1. Sign in to your account in Outlook on the web.
  2. On the Outlook on the web navigation bar, click your name. A list appears.
  3. Click Open another mailbox.
  4. Type the email address of the other mailbox that you want to open, and then click Open. Another Outlook on the web session opens in a separate window, allowing access to the other mailbox.

    Tip: If you mistype the email address of the mailbox, the result is "No match was found". Try typing the email address again.​​​​​​​

Note: If you open a shared mailbox using the Open another mailbox option, you may encounter issues when accessing Office Add-ins from the mailbox. To ensure that add-ins work as expected in your shared mailbox, we recommend opening the mailbox in the same panel as your primary user mailbox. If you prefer to open the shared mailbox using the Open another mailbox option, we recommend deploying the add-in to both your primary user and shared mailboxes.

Book a Data Transfer

When Services are approved, Diagnostics fee are either applied toward the total cost of services (if pre-paid) or diagnostics will not be charged and only the total of the services will be invoiced.

Book any Service Now!

About Us

Daedalus teks has a motto "If its connected to a computer, database or server we can fix IT!"

Our team can provide support for a multitude of IT areas including but not limited too; Computer Repair, Help Desk Support, Managed Services, Server Administration, Web Design and so Much More!

Let’s Connect

Newsletter

Don’t miss any updates on our new templates and all the astonishing offers we bring for you.
Image

Need Help?

Need Help Fast? Fill out the form, and our technicians will contact you ASAP. Once, you also can check in below for diagnostics or have a tech assist with check-in to secure your spot in the service queue.

Have Our Staff Reach Out

Please let us know your name.
244 results found
  • Afghanistan+93
  • Albania+355
  • Algeria+213
  • American Samoa+1
  • Andorra+376
  • Angola+244
  • Anguilla+1
  • Antigua & Barbuda+1
  • Argentina+54
  • Armenia+374
  • Aruba+297
  • Ascension Island+247
  • Australia+61
  • Austria+43
  • Azerbaijan+994
  • Bahamas+1
  • Bahrain+973
  • Bangladesh+880
  • Barbados+1
  • Belarus+375
  • Belgium+32
  • Belize+501
  • Benin+229
  • Bermuda+1
  • Bhutan+975
  • Bolivia+591
  • Bosnia & Herzegovina+387
  • Botswana+267
  • Brazil+55
  • British Indian Ocean Territory+246
  • British Virgin Islands+1
  • Brunei+673
  • Bulgaria+359
  • Burkina Faso+226
  • Burundi+257
  • Cambodia+855
  • Cameroon+237
  • Canada+1
  • Cape Verde+238
  • Caribbean Netherlands+599
  • Cayman Islands+1
  • Central African Republic+236
  • Chad+235
  • Chile+56
  • China+86
  • Christmas Island+61
  • Cocos (Keeling) Islands+61
  • Colombia+57
  • Comoros+269
  • Congo - Brazzaville+242
  • Congo - Kinshasa+243
  • Cook Islands+682
  • Costa Rica+506
  • Croatia+385
  • Cuba+53
  • Curaçao+599
  • Cyprus+357
  • Czechia+420
  • Côte d’Ivoire+225
  • Denmark+45
  • Djibouti+253
  • Dominica+1
  • Dominican Republic+1
  • Ecuador+593
  • Egypt+20
  • El Salvador+503
  • Equatorial Guinea+240
  • Eritrea+291
  • Estonia+372
  • Eswatini+268
  • Ethiopia+251
  • Falkland Islands+500
  • Faroe Islands+298
  • Fiji+679
  • Finland+358
  • France+33
  • French Guiana+594
  • French Polynesia+689
  • Gabon+241
  • Gambia+220
  • Georgia+995
  • Germany+49
  • Ghana+233
  • Gibraltar+350
  • Greece+30
  • Greenland+299
  • Grenada+1
  • Guadeloupe+590
  • Guam+1
  • Guatemala+502
  • Guernsey+44
  • Guinea+224
  • Guinea-Bissau+245
  • Guyana+592
  • Haiti+509
  • Honduras+504
  • Hong Kong SAR China+852
  • Hungary+36
  • Iceland+354
  • India+91
  • Indonesia+62
  • Iran+98
  • Iraq+964
  • Ireland+353
  • Isle of Man+44
  • Israel+972
  • Italy+39
  • Jamaica+1
  • Japan+81
  • Jersey+44
  • Jordan+962
  • Kazakhstan+7
  • Kenya+254
  • Kiribati+686
  • Kosovo+383
  • Kuwait+965
  • Kyrgyzstan+996
  • Laos+856
  • Latvia+371
  • Lebanon+961
  • Lesotho+266
  • Liberia+231
  • Libya+218
  • Liechtenstein+423
  • Lithuania+370
  • Luxembourg+352
  • Macao SAR China+853
  • Madagascar+261
  • Malawi+265
  • Malaysia+60
  • Maldives+960
  • Mali+223
  • Malta+356
  • Marshall Islands+692
  • Martinique+596
  • Mauritania+222
  • Mauritius+230
  • Mayotte+262
  • Mexico+52
  • Micronesia+691
  • Moldova+373
  • Monaco+377
  • Mongolia+976
  • Montenegro+382
  • Montserrat+1
  • Morocco+212
  • Mozambique+258
  • Myanmar (Burma)+95
  • Namibia+264
  • Nauru+674
  • Nepal+977
  • Netherlands+31
  • New Caledonia+687
  • New Zealand+64
  • Nicaragua+505
  • Niger+227
  • Nigeria+234
  • Niue+683
  • Norfolk Island+672
  • North Korea+850
  • North Macedonia+389
  • Northern Mariana Islands+1
  • Norway+47
  • Oman+968
  • Pakistan+92
  • Palau+680
  • Palestinian Territories+970
  • Panama+507
  • Papua New Guinea+675
  • Paraguay+595
  • Peru+51
  • Philippines+63
  • Poland+48
  • Portugal+351
  • Puerto Rico+1
  • Qatar+974
  • Romania+40
  • Russia+7
  • Rwanda+250
  • Réunion+262
  • Samoa+685
  • San Marino+378
  • Saudi Arabia+966
  • Senegal+221
  • Serbia+381
  • Seychelles+248
  • Sierra Leone+232
  • Singapore+65
  • Sint Maarten+1
  • Slovakia+421
  • Slovenia+386
  • Solomon Islands+677
  • Somalia+252
  • South Africa+27
  • South Korea+82
  • South Sudan+211
  • Spain+34
  • Sri Lanka+94
  • St. Barthélemy+590
  • St. Helena+290
  • St. Kitts & Nevis+1
  • St. Lucia+1
  • St. Martin+590
  • St. Pierre & Miquelon+508
  • St. Vincent & Grenadines+1
  • Sudan+249
  • Suriname+597
  • Svalbard & Jan Mayen+47
  • Sweden+46
  • Switzerland+41
  • Syria+963
  • São Tomé & Príncipe+239
  • Taiwan+886
  • Tajikistan+992
  • Tanzania+255
  • Thailand+66
  • Timor-Leste+670
  • Togo+228
  • Tokelau+690
  • Tonga+676
  • Trinidad & Tobago+1
  • Tunisia+216
  • Turkey+90
  • Turkmenistan+993
  • Turks & Caicos Islands+1
  • Tuvalu+688
  • U.S. Virgin Islands+1
  • Uganda+256
  • Ukraine+380
  • United Arab Emirates+971
  • United Kingdom+44
  • United States+1
  • Uruguay+598
  • Uzbekistan+998
  • Vanuatu+678
  • Vatican City+39
  • Venezuela+58
  • Vietnam+84
  • Wallis & Futuna+681
  • Western Sahara+212
  • Yemen+967
  • Zambia+260
  • Zimbabwe+263
  • Åland Islands+358
Invalid Input
Please let us know your email address.
Invalid Input
Please write a subject for your message.
Invalid Input
Close
Image

Signup for 10% Off Your First Service or Purchase!

Subscribe to get exclusive access to our hot discounts on Your First; Hardware, System, Dispensary Hardware Purchase or Service! Hear about new deals and latest news first!

*Check Your Email for The Coupon After Subscribing.