How to Use a Shared Mailbox in Outlook

Introduction to Shared Mailboxes

A shared mailbox in Outlook allows multiple users to monitor and send emails from a common email address, such as [email protected]. This feature is handy for teams that need to manage customer inquiries or internal communications efficiently. When a team member replies to an email sent to the shared mailbox, the response appears to come from the shared address, not the individual user. In classic Outlook, the shared mailbox can also function as a shared team calendar.

Setting Up a Shared Mailbox

Before using a shared mailbox, your Microsoft 365 admin needs to create it and add you as a member. For detailed instructions, refer to the Create a shared mailbox guide.

Adding a Shared Mailbox in Outlook

New Outlook

1. Restart Outlook: After being added to a shared mailbox, close and restart Outlook. The shared mailbox should appear automatically in your Folder pane.
2. Manual Addition: If the shared mailbox doesn’t appear, add it manually:
   • Select Mail from the navigation pane.
   • Right-click your account name in the Folder pane and select Add shared folder or mailbox.
   • Enter the shared mailbox email address (e.g. [email protected]).

Accessing the Shared Mailbox

1. Locate the Shared Mailbox: In the Folder pane, find the Shared with Me folder. Expand it to see the shared mailbox and its subfolders, such as Inbox, Drafts, and Sent Items.

Sending Emails from the Shared Mailbox

1. Compose a New Email: Select Mail from the navigation pane and click New > Mail.
2. Select the From Address: If the From field isn’t visible, enable it via the Options tab by selecting Show From. Choose the shared email address from the From dropdown. If it’s not listed, select Other email address and enter the shared email address.
3. Send the Email: Complete your message and click Send. The shared address will be available in the From dropdown for future emails from the shared mailbox.

Replying to Emails in the Shared Mailbox

1. Open the Email: Select the email you want to reply to.
2. Select the From Address: Ensure the shared mailbox address is in the From field. If not, select it from the dropdown.
3. Send the Reply: Complete your reply and click Send.

Searching Within the Shared Mailbox

1. Select the Folder: Choose a folder within the shared mailbox.
2. Search: Use the search box at the top of the Outlook window to enter your query and press Enter. Results will be displayed based on the selected folder.

Using the Shared Contact List

1. Access Contacts: Restart Outlook after being added to the shared mailbox. The shared contact list will appear in your My Contacts list.
2. Manage Contacts: Choose People in Outlook and select the shared contacts folder.