Open and use a shared mailbox in Outlook (2024)

Adda shared mailbox to Outlook

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

Send mail from the shared mailbox

1. Open Outlook.

2. Choose New Email.

3. If you don't 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 don't see your shared email address, choose Other email address and then type in the shared email address.

   See Also

   About shared mailboxes - Microsoft 365 adminEverything You Need To Know About Shared Mailboxes in Office 365Understanding Exchange Shared Mailbox Permissions

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. In the From field at the top of your message, you should see the name of your shared mailbox. If you don't, 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.

Search on the shared mailbox

Once a Shared Mailbox is added to Outlook, searching within it is similar to searching on a Primary Mailbox.

1. Open Outlook.

2. Select a folder within the Shared Mailbox on the Folder Panel on the left.

3. Type the query in the Search Box on top of the Ribbon (Tool Bar).

4. Execute the Search by pressing Enter or clicking on the Magnifier Button on the right of the Search Box.

   The Message List will return results based on the Search from that selected folder on the Shared Mailbox.

Use the shared calendar

After your admin has added you as a member of 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 like they would their personal appointments. Everyone who is a member of shared mailbox can see their changes to the shared calendar.

Use the shared contact list

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

1. In Outlook, choose People.

2. Under My Contacts, choose the contacts folder for the shared contacts list.

   

Adda shared mailbox to Outlook

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

Find the shared mailbox in the folder pane

In the folder pane on the left, locate the Shared with me folder. Click it to expand it. Your shared mailbox is a subfolder under Shared with me. When you select the name of the shared mailbox there, it will expand to show the standard email folders, such as Inbox, Drafts, and Sent Items.

Send mail from the shared mailbox

1. Open new Outlook for Windows.

2. On the Home tab, select New > Mail.

3. If you don't see the From field at the top of your message (next to Send), on theOptions tab, selectShow From.

4. 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.

5. Finish typing your message,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 new Outlook for Windows.

2. Open the email message you want to reply to.

3. In the From field at the top of your message, you should see the name of your shared mailbox. If you don't, choose the From dropdown box and choose your shared mailbox.

4. Finish typing your message, 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.

Search on the shared mailbox

Once a shared mailbox is added to new Outlook, searching within it is similar to searching on a primary mailbox.

1. Open new Outlook for Windows.

2. Select a folder within the shared mailbox in the folder paneon the left.

3. In the Search boxat the top of the Outlook window, type the query you want to use for searching, then press Enter.

   

   The message list will show results based on the search from that selected folder in the shared mailbox.