Adding a shared mailbox in Outlook is a useful feature for teams and organisations. Shared mailboxes allow multiple users to send and receive emails from a common email address. Whether you are using the classic Outlook desktop application or the new version of Outlook, this guide will walk you through the steps to add a shared mailbox.
Table of contents
- What is a shared mailbox?
- Benefits of using shared mailboxes
- Add a shared mailbox in classic Outlook desktop application
- Add a shared mailbox in new Outlook desktop application
- View a shared mailbox in the web version of Outlook
- Troubleshooting tips
What is a shared mailbox?
A shared mailbox is an email account accessible by multiple users, allowing them to read and send messages from the same email address.
This setup particularly benefits teams managing general inquiries or customer service communications.
Benefits of using shared mailboxes
- Efficiency: Multiple team members can manage emails from one place.
- Consistency: Ensures consistent communication from a single email address.
- Collaboration: Improves teamwork by allowing shared access to important emails.
Add a shared mailbox in the classic Outlook desktop application
Step 1: Open Outlook
- Open the Outlook application on your Windows computer.
Step 2: Go to Account Settings
- Click on "File" in the top-left corner.
- Select "Account Settings" and then "Account Settings" again from the dropdown menu.
Step 3: Add a shared mailbox
- In the Email tab, select your account and click "Change.”
- Click "More Settings."
- Go to the "Advanced" tab and click "Add."
- Enter the name or email address of the shared mailbox.
- Click "OK," then "OK," then “Next”, and finally "Done."
Step 4: Restart Outlook
- Close and reopen Outlook to see the shared mailbox in your folder pane.
Add a shared mailbox in new Outlook desktop application
With the new version of the Outlook desktop application, once your admin grants you permission to a shared mailbox, you need to close and restart the application. And the shared mailbox should show up in your folder pane automatically.
If it doesn't appear, you can add the shared mailbox manually.
- In the new Outlook, go to the navigation pane. Then, right-click on your account name.
- Choose "Add shared folder or mailbox" from the menu. In the window that pops up, enter the name or email address of the shared mailbox you want to access.
View a shared mailbox in the web version of Outlook
If you prefer using the web version of Outlook (Outlook on the web), you can also access a shared mailbox without needing the desktop application. Follow these steps to add and view a shared mailbox in Outlook on the web:
Step 1: Open Outlook on the web
- Open your web browser and navigate to https://outlook.office.com/
- Sign in with your work or school account.
Step 2: Open the shared mailbox
- Once logged in, click on your profile picture or initials in the top right corner.
- Select “Open another mailbox.”
Step 3: Enter the shared mailbox name or email address
- In the dialog box that appears, type the name or email address of the shared mailbox you wish to add.
- Once the correct mailbox appears in the list, select it and click "Add".
Step 4: Access the shared mailbox
The shared mailbox will now load in another browser window. You can start to carry out tasks from that mailbox in the new window.
Troubleshooting tips
Can't find the shared mailbox?
- Ensure that you have been granted the necessary permissions to access the shared mailbox. Contact your administrator if you need access.
Shared mailbox not appearing?
- Sometimes it might take a few minutes for the shared mailbox to appear after being added.
- Refresh Outlook or restart the application to see if it shows up.
Conclusion
Shared mailboxes are essential for teams who need to collaborate on emails and ensure smooth communication. Follow the steps outlined in this guide to view a shared mailbox and enhance your team’s productivity.
By following these simple steps, you can ensure that your team is better organised and able to respond promptly to emails from a shared address. If you encounter any issues, refer back to the troubleshooting tips or contact your IT support for further assistance.
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