Add and use a shared mailbox in Outlook and Office 365

With a shared mailbox, your customers, suppliers, and others can send email to a central address where everyone on the team can see and reply to those messages.

Content
  1. What is a shared Office mailbox?
  2. Why Use a Shared Office Mailbox?
  3. Set up a shared mailbox
  4. Save sent email in shared mailbox
  5. How to use a shared mailbox in Outlook 2016, Outlook 2013, and Outlook 2010
  6. Access a shared mailbox in Outlook on the web
  7. Shared mailboxes and the Outlook mobile app

What is a shared Office mailbox?

One of the most effective ways to exchange email messages with a group of people is to set up an Office 365 shared mailbox. With a shared mailbox, anyone assigned a mailbox has full access to messages. They can read incoming emails, reply to messages, forward messages and see how others have responded to incoming email.

When a team member replies to an email from a shared mailbox, the email is sent from the shared mailbox address, not the person’s email address. The recipient of the letter only sees the address of the shared mailbox. This keeps the individual email address of your employees private and gives your company a professional look.

Your organization can create as many shared mailboxes as you need. Shared mailboxes do not have usernames and passwords. A shared mailbox does not require an Office 365 license, but each user assigned to a mailbox must have an Office 365 subscription.

Why Use a Shared Office Mailbox?

A customer service, human resources, or marketing department that wants to have incoming emails answered by the next available team member is a good example of effective use of a shared mailbox. Any person assigned to a shared mailbox can see and reply to any message in that mailbox.

Working with a shared Office 365 mailbox isn’t just about email. It’s about helping people in your organization work together more effectively. In addition to a shared mailbox, your teams have access to a shared contact list and calendar. With a shared contact list, all group members have access to important email addresses. With a shared calendar, team members can enter their appointments in a central location for all team members to see.

Set up a shared mailbox

Office 365 shared mailboxes can only be installed by the administrator of your Office subscription.

Follow these instructions to set up a shared mailbox:

  1. Sign in to the Office 365 admin center with your administrator account.

  2. Select Groups > Shared Mailboxes .

  3. Select to add a mailbox .

  4. On the page to add a mailbox enter a name for the shared mailbox in the Name field. A mailbox alias is automatically generated in the Email field, but you can change it to something else. After naming the shared mailbox, select To add to create a mailbox.

  5. In the Next steps section, select Add members to this mailbox .

  6. From the shared mailbox member page, select Add members .

  7. Check the box next to the people who can access the shared mailbox. If you don’t see the person’s name in the list, enter the name in the search box. When you’re ready, choose Save .

Save sent email in shared mailbox

When someone sends an email from a shared mailbox, a copy of it is saved in the Sent Items folder instead of in the shared mailbox. If you want these emails to be stored in a shared mailbox, change the settings of your shared mailbox.

To save sent emails in a shared mailbox, do the following:

  1. Select Groups > Shared Mailboxes .

  2. Select a shared mailbox.

  3. Select Change next to the “Sent” setting.

  4. On the Sent page, move the slider to On for Copy items sent as this mailbox and Copy items sent as this mailbox. When you’re done, select Save .

How to use a shared mailbox in Outlook 2016, Outlook 2013, and Outlook 2010

Once your organization’s administrator has set up a shared mailbox, users don’t need to do anything to view the shared mailbox in the desktop version of Outlook. The shared mailbox will automatically appear in the folder window.

To send an email from a shared mailbox:

  1. Open Outlook.

  2. Select New email address to create a new message.

  3. Select By and select a shared mailbox.

  4. Enter your message and select send .

Access a shared mailbox in Outlook on the web

To work with a shared mailbox in a web browser, you must add it manually.

To add a shared mailbox to Outlook online:

  1. Sign in to your Office 365 account and select an app Outlook .

  2. In the navigation pane, right click on your mailbox name and select Add Shared Folder .

  3. In the dialog box Add Shared Folder enter the email address of the shared mailbox and select To add .

Shared mailboxes and the Outlook mobile app

Shared mailboxes are not displayed in the Outlook mobile app. This means that if you want to access a shared mailbox from your smartphone, you need to open a browser and use Outlook on the web.

You will notice a slight difference in how you work with one email account in Outlook and with a shared mailbox. With a shared inbox, you and your team members work better together to answer emails from your customers, suppliers, vendors, and others.

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