Instructions

Open and use a shared mailbox in Outlook

A shared mailbox makes it easy for a group of people to monitor and send email from a public email alias like info@example.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. 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: 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.

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.

ON THIS PAGE

create a shared mailbox

Use the link and instructions below.

Sign in to the Exchange Control Centre
  1. Sign in with a user with Exchange admin role. If you get the message "You don't have permission to access this page or perform this action," then you aren't an admin.
  2. In the Exchange admin center, go to Mailboxes (in the left hand column).
  3. Click + Add a shared mailbox
    1. Enter the Display name
    2. Enter the Email address (that will be the shared address, it doesn't require a Microsoft 365 license)
    3. Select your Domain
    4. Leave the Alias field blank
    5. Click Create

add members (users) to the shared mailbox

Each person needs their own email address that uses the company domain (not Gmail or Hotmail) in order to access the shared inbox.

Each person needs their own email address that uses the company domain (not Gmail or Hotmail) in order to access the shared inbox.

  1. Click Add users to this Mailbox
  2. Click + Add Members
  3. Choose from the list of members
  4. Click Save and then Confirm

add a shared mailbox to Outlook (on the web)

  1. Go to File > Account Info
  2. With Account highlighted on the left, Click Shared with me
  3. Click + Add
  4. Type the shared email address (when you start to type your shared email address should show up in the dropdown), click it
  5. Click Continue
  6. Then Close

You'll then see the shared mailbox in the left column of Outlook on the web

add a shared mailbox to the Outlook desktop app

  1. In Outlook, click Tools > Accounts
  2. Click Delegates & Sharing
  3. Click the Shared with me tab
  4. Click the + and start typing the shared email account
  5. Click the account once it shows up

You'll then see the shared mailbox in the left column of your Outlook app

Posted in Email Instructions, Instructions