Summary
This article provides instructions on how to add a shared mailbox to your Outlook navigation bar. It includes information on sending an email from a shared mailbox, replying to an incoming email message from the shared mailbox, and using the shared mailbox calendar.
How-To
A shared mailbox makes it easy for a group of people to monitor and send email from a shared address such as Info.Department@usnh.edu. When a message is sent from the shared mailbox, recipients see the shared mailbox address rather than the sender's individual address. Shared mailboxes also include a shared calendar.
Note: Before you can use a shared mailbox, an email administrator must grant you access to the mailbox. After access is granted, the mailbox is typically added automatically after Outlook is restarted. In some cases, it may take additional time for permissions to synchronize throughout Microsoft 365.
Task: To add the shared mailbox so it displays under your primary mailbox.
Add your shared mailbox in Outlook on the Web.
Instructions
Step 1 - Right-click your account name in the left navigation pane.
Step 2 - Select Add shared folder or mailbox.
Step 3 - Enter the name or email address of the shared mailbox.
Step 4 - Select the mailbox from the search results.
Step 5 - Select Continue.
Step 6 - Select Close.
Outcome
The shared mailbox appears in the Outlook navigation pane under your mailbox.
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Task: To open the shared mailbox in a separate browser window.
To view and manage the email for the shared mailbox in its own browser window.
Instructions
Step 1 - Access your email in Outlook on the Web.
Step 2 - Click your name in the upper right-hand corner.
Step 3 - Click Open another mailbox.
Step 4 - Enter the email address of the other mailbox and click Open.
Tip: If No match was found displays, you may have mistyped the email address of the mailbox. Enter the email address again.
Outcome
Another Outlook session opens in a new browser window, allowing access to the other mailbox.
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Task: To send email from the shared mailbox.
Instructions
Step 1 - Open Outlook and click New message.
Step 2 - In the the message window, click the ellipsis (...) and select Show From.
Step 3 - Click From and select Other email address....
Step 4 - Enter the shared mailbox address in the field to add it to the From field.
Step 5 - Enter recipients in the To field and a subject in the Subject field.
Step 6 - Enter your message in the Body field and click Send.
Outcome
The shared mailbox address displays as the sender of the message in the recipient's mail box.
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Task: To reply to mail sent to the shared mailbox.
The first time you reply to a message sent to the shared mailbox, you need to add the shared address to the From drop-down menu.
Instructions
Step 1 - Open Outlook and click the shared mailbox folder to display the received messages.
Step 2 - Click on a message to open it and click Reply.
Step 3 - In the the reply window, click the ellipsis (...) and select Show From.
Step 4 - Click From and select Other email address.
Step 5 - Enter the shared mailbox address in the field to add it to the From field.
Step 6 - Enter your reply in the Body field and click Send.
Outcome
The shared mailbox address displays as the sender of the message in the recipient's mail box.
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Task: To access the shared calendar.
Anyone who has access to the shared mailbox also has full access to the calendar. You can create, edit, and delete events in the calendar. Use the shared calendar just as you would use your own calendar. The shared mailbox calendar allows you to:
- Let your team know when you're going on vacation or when you’ll be out of the office.
- Create a team meeting.
- Edit a calendar event that someone else created.
- Cancel a meeting that someone else created.
Instructions
Step 1 - Access your mailbox in Outlook on the Web.
Step 2- Select the Calendar icon from the Outlook navigation bar.
Step 3 - Click Add calendar.
Step 4 - Select Add from directory. search for the shared calendar you want to open. Select the shared mailbox you want to open, and then click Open.
Step 5 - Enter the name of the shared calendar, select a category from the Add to menu and click Add.
Outcome
The shared calendar displays in your Calendar folder list.
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Further Readings
Outlook: Sending an Email Message using a Proxy Address
Need additional help?
Submit an Email Services support request with as much detail as possible, or visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request. For password issues you must call or visit the Help Desk in person.
For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:
Learn more about the great tools our Microsoft 365 Learning sites offer!