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Introduction

This document describes how to manually add access to an existing shared mailbox to your Outlook desktop application, then to send and receive email via that mailbox. Use of the shared calendar is also described.

Instructions

Accessing a Shared Mailbox From Outlook 365

After an administrator has added you as a member of an existing shared mailbox, close and then restart Outlook. The shared mailbox should automatically display in your Folder pane in Outlook. However, this sometimes doesn’t work, so access to the share mailbox needs to be done manually. Follow the instructions below:
  1. Open Outlook.
  2. Choose the File tab in the ribbon.
  3. Choose Account Settings, then select Account Settings from the menu.
  4. Select the Email tab.
  5. Make sure the correct account is highlighted, then choose Change.
  6. Choose More Settings > Advanced > Add.
  7. Type the shared email address, such as office@speakeasy-aphasia.co.uk.
  8. Choose OK > OK.
  9. Choose Next > Finish > Close

Sending mail from a Shared Mailbox

  1. Open Outlook.
  2. Choose New Email.
  3. If you don’t see the From field at the top of your message, choose Options > From.
  4. Click 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.
  5. Choose OK.
  6. Finish typing your message and then choose Send.
  7. 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.
  8. Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.

Reply to Mail sent to a Shared Mailbox

  1. Open Outlook.
  2. Open the email message you want to reply to.
  3. From field at the top of your message, you should see the name of your shared mailbox. If you don’t, choose the From dropdown box and choose your shared mailbox.
  4. Finish typing your message and then choose Send.
  5. When you want to send a message from your shared mailbox, the address will be available in your From drop down list.
  6. Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.

Using the Shared Calendar

In Outlook, navigate to calendar view (there should be a calendar icon adjacent to the mail icon), and choose the shared mailbox:

When new appointments are entered , everyone who is a member of the shared mailbox will be able to see them.

Any member of the shared mailbox can create, view, and manage appointments on the calendar, just like they would their personal appointments. Everyone who is a member of shared mailbox can see their changes to the shared calendar.