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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. Follow the link the task you want to achieve:
How-To
A shared mailbox makes it easy for a group of people to monitor and send email from a public email address, like Info.example@unh.edu. When a person in the group replies to a message sent to the shared mailbox, their reply appears to come from the shared address, not from the individual person. You can also use the shared mailbox as a shared team calendar.
Note: Before you can use a shared mailbox, a mail admin must create it and add you as a member.
Task: To add the shared mailbox so it displays under your primary mailbox.
To monitor the email from your primary mailbox and the shared mailbox at the same time, follow these instructions to display the shared mailbox in the Outlook navigation bar.
Instructions
Step 1 - Open a browser, navigate to outlook.office.com
Step 2 - If prompted, log in using your username@usnh.edu. For example, jbd2519@usnh.edu.
Step 3 - In the navigation bar, right-click Folders and choose Add shared folder from the drop-down menu.
Step 4 - In the Add shared folder dialog box, enter the name or email address of someone who has shared a mailbox with you, or the name of a shared mailbox, and click Add.
Outcome
The shared mailbox displays in your Folder list. You can expand or collapse the shared mailbox folders.
Note: To remove the shared mailbox from your Folder list, right-click on the shared mailbox and click Remove shared folder.
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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 - Open a browser, navigate to outlook.office.com
Step 2 - If prompted, log in using your username@usnh.edu. For example, jbd2519@usnh.edu.
Step 3 - Click your name in the upper right-hand corner.
Step 4 - Click Open another mailbox.
Step 5 - 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.
The From button displays in the message window.
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.
The From button displays in the reply window.
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 - Open a browser, navigate to outlook.office.com
Step 2 - If prompted, log in using your username@usnh.edu. For example, jbd2519@usnh.edu.
Step 3 - Select the Calendar icon from the Outlook navigation bar.
Step 4 - Click Add calendar.
Step 5 - 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 6 - 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?
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