How to Access and Use a Shared Mailbox in Outlook 365 - Windows

Overview

This article will guide you on how to add a shared mailbox to Outlook Classic on a Windows desktop. After IT has added you as a member of a shared mailbox, close and then restart  Outlook. The shared mailbox should automatically display in your left Folder pane. 

How do I send as a Shared Mailbox?

When sending a new email, you have to specify which mailbox you’re sending as – yourself, or the shared mailbox. 

1. In the Outlook desktop client, click New Email > Options > From.
2. Select 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.
   
3. Choose OK.
4. Compose your message and select Send. From now on when you want to send a message from your shared mailbox, the address will be available in your From drop down list.

Important: You must have Send As permission to send email from a Shared Mailbox. If you receive a permissions error, contact the IT Service Desk.

How to open a Shared Mailbox in a Separate Outlook Profile

1. Close Outlook (if open)
2. Open Control Panel and Select Mail.
   
3. A new Pop-up will open. Click on Show Profiles > Add
   
   
   
   
    
4. Enter the shared mailbox name and click OK.
   
    
5. Select  "Manual setup or additional server types" and click Next.
   
    
6. Select "Microsoft 365" and enter the email address for the shared mailbox, then click Next
    
7. A pop-up box will appear. Enter your email address and password. Click OK.
8. Open Control Panel > Open Mail > Show Profiles and select “Prompt for a profile to be used”. Click OK.
   
    
9. Open the Outlook Desktop application again. A pop up will appear every time to let you choose between your mailbox and the shared mailbox.
   

Additional Information

• Open and use a shared mailbox in Outlook | Microsoft Support
• Manage shared mailbox settings in new Outlook | Microsoft Support