📘 How to Open and Use a Shared Mailbox in Outlook

Shared mailboxes in Outlook allow multiple users to read and send emails, manage shared calendars, and organize contacts from a common mailbox. Here's how to set up and use a shared mailbox across various Outlook platforms.

📧 New Outlook for Windows

Automatic Addition

After your admin adds you to a shared mailbox:

1. Close and restart Outlook.

2. The shared mailbox will automatically appear in your Folder pane.

Manual Addition

If the mailbox doesn’t appear automatically:

1. In the Folder pane, right-click your account name.

2. Select Add shared folder or mailbox.

3. Enter the shared email address (e.g., info@contoso.com) and click Add.

Accessing the Shared Mailbox

1. Locate the Shared with me section in the Folder pane.

2. Expand it to access folders such as Inbox, Sent Items, etc.

Sending Email from the Shared Mailbox

1. Click New Mail.

2. If the From field is hidden, go to Options > Show From.

3. Click From and choose the shared email address. If it’s not listed, select Other email address and enter it manually.

4. Compose your message and click Send.

Replying to Emails

1. Open the email in the shared mailbox.

2. Click Reply.

3. Ensure the From field displays the shared email address.

4. Compose your reply and click Send.

Using the Shared Calendar

1. Go to the Calendar view.

2. The shared calendar should appear automatically.

3. You can create, view, and manage appointments visible to all mailbox members.

🖥️ Classic Outlook (Outlook 2016, 2019, 2021)

Automatic Addition

Restart Outlook after being added to a shared mailbox. It should appear automatically in your Folder pane.

Manual Addition

1. Go to File > Account Settings > Account Settings.

2. Select your account and click Change.

3. Click More Settings > Advanced > Add.

4. Enter the shared email address and click OK.

5. Click Next > Finish > Close.

Sending Email from the Shared Mailbox

1. Click New Email.

2. If the From field isn’t visible, select Options > From.

3. Click From, choose the shared address, or enter it manually via Other email address.

4. Compose and send your message.

Replying to Emails

1. Open the message from the shared mailbox.

2. Click Reply.

3. Ensure the From field displays the shared address.

4. Compose your reply and click Send.

Using the Shared Calendar

1. Switch to Calendar view.

2. The shared calendar should appear automatically.

3. Manage and view appointments with shared access.

🌐 Outlook on the Web (Outlook.com / OWA)

Adding the Shared Mailbox

1. Right-click Folders in the left navigation pane.

2. Select Add shared folder or mailbox.

3. Enter the shared email address and click Add.

Sending Email from the Shared Mailbox

1. Click New mail.

2. Select ... (More actions) > Show From.

3. Click From and select the shared address. If needed, enter it manually under Other email address.

4. Compose and send your message.

Replying to Emails

1. Open the email from the shared mailbox.

2. Click Reply.

3. Make sure the From field uses the shared address.

4. Write and send your response.

Using the Shared Calendar

1. Go to the Calendar view.

2. The shared calendar should be available.

3. View, create, and manage events as needed.

📱 Outlook Mobile (iOS and Android)

Adding the Shared Mailbox

1. Open the Outlook app and sign in.

2. Tap the Add Account button in the navigation pane.

3. Select Add a Shared Mailbox.

4. Enter the shared email and tap Add.

Removing the Shared Mailbox

1. Go to Settings > Accounts.

2. Tap the shared mailbox and select Delete Account.

   
   

   https://support.microsoft.com/en-us/office/open-and-use-a-shared-mailbox-in-outlook-de7594cf-1b5e-4b22-9e92-b42621c4f61d