Instructions on How to Access Shared Mailbox

Open a shared mailbox to Outlook.

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.

What if it didn’t work?

Contact IT first

Add a shared mailbox to Outlook Manually

  • If your admin only recently added you to a shared mailbox, it may take a few hours before the shared mailbox appears. After waiting for few hours if you do not see the shared mailbox close and restart Outlook again.
  • If that didn’t work, then manually add the shared mailbox to Outlook:
  1. Open Outlook.
  2. Choose the File tab in the ribbon.
  3. Choose Account Settings, and then select Account Settings from the menu.
  4. Select the Email
  5. Make sure the correct account is highlighted, and then choose Change.
  6. ChooseMore Settings > Advanced > Add.
  7. Type the shared email address, such as info@contoso.com.
  8. Choose OKOK.
  9. Choose Next FinishClose.

Send mail from the shared mailbox

  1. Open Outlook.
  2. Choose New Email.
  3. If you do not see the From field at the top of your message, choose Options > From.
  4. Click From in the message, and change to the shared email address. If you do not see your shared email address, choose Other email address and then type in the shared email address. Or search from the Global Address list.
  5. Choose OK.
  6. 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.

Reply to mail sent to the shared mailbox

  1. Open Outlook.
  2. Open the email message you want to reply to.
  3. From field at the top of your message, you should see the name of your shared mailbox. If you do not, choose the From dropdown box and choose your shared mailbox.
  4. Finish typing your message and then choose Send.

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.

Use the shared calendar

After your admin has added you as a member of the shared mailbox, close and then restart Outlook. The shared calendar associated with the shared mailbox is automatically added to your Calendars list.

  1. In Outlook go to calendar view, and choose the shared mailbox.
  2. When you enter appointments, everyone who is a member of the shared mailbox will be able to see them.
  3. Any member of the shared mailbox can create, view, and manage appointments on the calendar, just as if they would their personal appointments. Everyone who is a member of shared mailbox can see his or her changes to the shared calendar.

Additional Resources