A shared mailbox makes it easy for a group of 

people to monitor and send email from a public 

email alias


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





Note: The shared mailbox is not designed for direct log on. The user account for the 

shared mailbox itself should stay in a disabled state




Add a Shared Mailbox to Outlook



After your admin has added you as a member of a shared mailbox, close and then

restart Outlook



What if it didn't work?



If your admin only recently added you to a mailbox, it may take a few minutes before

it appears. Close and restart Outlook again


If that doesn't work, manually add the shared mailbox to Outlook:



Open Outlook


Choose the File tab in the ribbon


Choose Account Settings > Account Settings


Select the Email tab


Highlight the correct account the choose Change


Choose More Settings > Advanced > Add


Type the shared email address


Choose OK > OK


Choose Next > Finish > Close


Note: Before you can use a shared mailbox, your O365 admin must create it and add you as a member




Send Mail from the Shared Mailbox



Open Outlook 


Choose New Email






If you don't see the From field at the top of your message, choose Options > From



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


Choose OK


Finish typing your message and choose Send



Note: From now on when you want to send a message from your shared mailbox, the address will be available in the From drop down list


When sending a message from the shared mailbox, the recipient will only see the shared email address in the message




Reply to Mail sent to the Shared Mailbox


Open the email message you want to reply to 




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 drop down box and choose your shared mailbox






Finish typing your message and then choose Send







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



In Outlook go to Calendar view and choose the Shared Mailbox



When you enter appointments, everyone who is a member of 

the shared mailbox will be able to see them





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 the shared mailbox can see their changes to the shared calendar






Use a Shared Mailbox on a Mobile Device (phone or tablet)


Some users require access on portable devices


Use the following steps to access a shared mailbox:


Sign in to your primary Outlook account for iOS or Android



Tap the Add Account button In the left navigation pane, then tap Add a Shared Mailbox





Note: If you have multiple accounts in Outlook Mobile, select the account that has permissions to access the shared mailbox



After the account setup process completes, the shared mailbox will 

display in your account list in Outlook for iOS or Outlook for Android




To remove a shared mailbox, go to Settings > Accounts


Tap on the shared mailbox and select Delete Account





Outlook Web App




Add a Shared Mailbox to display under Primary Mailbox



Use the following method if you want to monitor the email from your 

Primary and Shared mailbox at the same time



You will then be able to see the Shared Mailbox and its folders in the 

left navigation pane each time you open Outlook Web App




Sign in to your account in Outlook Web App.


Right-click your primary mailbox in the left navigation pane, and then choose Add Shared Folder





in the Add Shared Folder dialog box, type the name or email address of 

someone who has shared the mailbox with you, and select Add




The Shared Mailbox displays in your Folder list in Outlook Web App


You can expand or collapse the shared mailbox folders as you can with your primary mailbox


You also can remove the shared mailbox from your Folder list


To remove it, right-click the shared mailbox and select Remove Shared Folder



Open Shared Mailbox in a Separate Browser Window


Use this method if you want to view and manage the email for the shared mailbox in 

its own browser window



Sign in to your account in Outlook Web App

On the Outlook Web App navigation bar, select your name. A list appears




Select Open another mailbox



Type the email address of the other mailbox that you want to open and select Open


Or, start typing and then select Search Contacts and Directory to find the mailbox





Select the mailbox you want to open, then press Open 

Another Outlook Web App session opens in a separate window, allowing access to the other mailbox




Note: If you mistype the email address of the mailbox, the result is 'No match was found'. 

Try retyping the email address




Shared Calendar in Outlook Web App



To access the shared calendar:


Sign in o your mailbox using Outlook Web App, and select Calendar


Right-click Other Calendars, then select Open Calendar





In From Directory, enter all or part of the name of the calendar you want to open


Select Search Contacts and Directory to find the calendar you want

Highlight the calendar and select Open





The shared calendar displays in your Calendar folder list






Note: For more information on Outlook Web app Calendars, click HERE