How to Access and Use a Shared Mailbox in Outlook

A shared mailbox (like [email protected] or [email protected]) lets multiple people send and receive from a single email address. Here's how to access it. What is a shared mailbox? A shared mailbox is an email account that doesn't have its own login — instead, specific users are granted access and it appears as an additional mailbox in their Outlook. Emails sent to it are visible to all permitted users. How to open a shared mailbox in Outlook Desktop: Method 1 — It may already be there: If your IT admin has set up the shared mailbox, it often appears automatically in your Outlook folder list on the left panel, below your personal mailbox. Just click on it to view the inbox. Method 2 — Add it manually: 1. In Outlook, go to File > Account Settings > Account Settings 2. Select your email account > Change > More Settings > Advanced tab 3. Under "Open these additional mailboxes," click Add 4. Type the shared mailbox email address and click OK 5. Click OK > Next > Finish — restart Outlook and the mailbox will appear How to send email FROM the shared mailbox: 1. Open a new email 2. If you don't see the From field, click Options > From 3. Click the From button and select the shared mailbox address 4. The email will be sent as [email protected] (or whatever the shared mailbox address is) How to access on Outlook Web (outlook.office.com): 1. Click your profile icon in the top right 2. Select "Open another mailbox" 3. Type the shared mailbox address and click Open 4. The shared mailbox opens in a new browser tab Note: You must be granted access by an admin before you can open a shared mailbox. Contact us to be added to a shared mailbox.