Home » Outlook » How Can I Add a Shared Mailboxes In Outlook?

Outlook users may sometimes need to add a shared mailbox. It facilitates a group of people to monitor and send emails from a public email system. Usually, this feature to add a shared mailbox in Outlook is most utilized in universities where people work within teams or on a project and share the same goals.

When you send and receive messages from the shared address, you can view that address, not the individual’s address. However, the user account for the shared mailbox should be in a disabled state. In this post, you will find out how to add a shared mailbox via the web, and mobile and reply to an email from a shared account.

How to Add a Shared Mailbox in Outlook Automatically

Outlook 2013, 2016, and 2019 users need to meet basic requirements before automatically adding a shared mailbox. Using these pointers, you can add the shared mailbox automatically.

• The mailbox must be configured and be available in Microsoft 365.
• You have access to the shared mailbox with the administrator’s permission.
• Configure Microsoft Outlook with your MS 365 account.
• Only a properly set up shared mailbox can permit external access.
• The mailbox should have an email ID and a display name with it.

You can only configure shared mailbox in Outlook after meeting these criteria. Once the admin adds you to the shared mailbox in Microsoft 365, exit Outlook. Thereafter, restart it. After restarting, you’ll see that the mailbox shows up in your folder pane under the primary mailbox. But if you cannot see it, add the shared mailbox manually.

How to Add Group Mailbox to Outlook Manually

Sometimes, you may not see the shared mailbox appearing even after restarting Outlook. In that case, manually add a shared mailbox in Outlook.

1. Launch Outlook.
2. After that, select the ‘File‘ tab.
3. Pick ‘Account Settings.’
4. Choose ‘Account Settings‘ from the menu.
5. Now, pick the ‘Email‘ tab.
6. Highlight the correct account.
7. Opt for ‘Change.’
8. Next, select ‘More Settings‘ followed by ‘Advanced.’
9. Choose ‘Add.’
10. Now, input your shared email address. For example, info@cuntoso.com.
11. Select ‘OK‘ and choose the same option again.
12. Choose ‘Next‘ followed by ‘Finish.’
13. Finally, choose ‘Close.’

Also Read: Outlook Inbox Not Updating from Exchange

How to Add a Shared Mailbox in Outlook (for macOS Users)

If you are using macOS, follow these points to add another mailbox to Outlook.

1. Open Outlook.
2. Now, choose ‘Tools.’
3. It will be at the top of the screen.
4. Pick the ‘Accounts’ option.
5. Choose your email address.
6. After that, tap ‘Advanced…‘
7. Head to the ‘Delegates’ tab.
8. Now, go to the section
9.  ‘Open these additional mailboxes.’
10. Here, choose the ‘+‘ symbol.
11. Input an email address linked with the shared mailbox.
12. Choose this address from the list.
13. Select ‘Add‘ followed by ‘OK.’
14. Now, exit the ‘Accounts’ window.
15. You may receive a message saying, ‘Outlook was redirected to the server…‘
16. Here, place a check on ‘Always use my response for this server.’
17. Select ‘Allow.’

The Process to Add a Shared Mailbox in Outlook Through Mobile

To perform this process, you must install the Outlook application on your phone. After that, follow these pointers to add another account.

1. Log into your major mail account in the Outlook app.
2. Tap ‘Add account‘ followed by ‘Add shared mailbox.’
3. Choose the email account that’s allowed to use a shared email.
4. Now you can see the email address in your account list.
5. In case you want to delete it, access the settings in your smartphone’s app.
6. Select an account.
7. Now choose the email address you wish to delete.

How to Send an Email from the Shared Mailbox in Outlook?

Now that you know how to open another mailbox in Outlook, here’s the process to send emails from it.

1. Launch Outlook and select ‘New Email.’
2. In case you cannot view the ‘From‘ field on your email’s top, select ‘Options.’
3. Now choose ‘From.’
4. In the email, tap ‘From‘ and modify to the shared email ID.
5. In case you cannot view your shared email ID, select ‘Other email address.’
6. Now input the shared email ID.
7. Tap ‘OK.’
8. Type your entire message and select ‘Send.’
9. Now, whenever you want to send an email from your shared mailbox, you can see the address in your ‘From‘ dropdown list.
10. The recipients will only view the shared email ID in the message whenever you send an email from your shared mailbox.

Also Read: Outlook Data File Cannot be Accessed

The Steps to Reply to an Email from the Shared Mailbox in Outlook?

Similar to sending an email from the shared mailbox, you can reply to the mail also. Here are the pointers to note.

1. Launch Outlook.
2. Now, open the email you wish to reply.
3. You can view your shared mailbox’s name from the ‘From‘ field. It is present in your email’s top part.
4. But if you cannot see it, select the ‘From‘ dropdown box.
5. Now, select your shared mailbox.
6. Type out your entire message.
7. After that, hit ‘Send.’
8. Now, whenever you wish to send a message from the shared mailbox, you can see the email ID in your ‘From‘ dropdown list.
9. Whenever you send an email from the shared mailbox, the recipients will only view the shared email ID in the email.

What If You Cannot Send Mail from Shared Mailbox in Outlook?

If you cannot send mail after you add group mailbox to Outlook, it’s because you need to have Send as Permissions for your shared mailbox. The resolution is to grant Send as Permission to the user for the group mailbox.

You can use PowerShell to grant the Send as Permission.

1. Open Windows PowerShell as an admin.
2. Now, link to your Office 365 Exchange Management Shell.
3. Run the following: ‘Remove-MailboxPermission
4. The identity is shared_mailbox@domain.com
5. The user is user@domain.com -AccessRights FullAccess.
6. After that, run the following: Add-MailboxPermission
7. The identity shared_mailbox@domain.com.
8. The user is user@domain.com -AccessRights FullAccess -AutoMapping:$false.
9. This will disable shared mailbox auto-mapping to the Outlook profiles of users.
10. Wait for around an hour for the changes to take place till the shared mailbox gets removed from the user’s Outlook profile.
11. Now, add a shared mailbox in Outlook of your users.
12. Head to ‘File‘ followed by ‘Account Settings.’
13. Go to ‘Change‘ and then to ‘More settings.’
14. Navigate to ‘Advanced.’
15. Now, go to ‘Open these additional mailboxes.’
16. Select ‘From‘ and an address from the online global address list and try sending an email.

Also Read: Outlook Cannot Display the Folder

Tips to Use Shared Mailbox in Outlook

After you add another mailbox to Outlook, it is easy to use it in various ways. You can add it, so it displays under the primary mailbox. Open it in a separate browser window, send emails and reply to emails sent to it and use the shared calendar.

Add a shared mailbox in Outlook, so it shows under the primary mailbox.

1. Log in to Outlook on the Web.
2. Right-tap’ Folders‘ on the left pane.
3. Choose ‘Add shared folder.’
4. If you use an Exchange on-premises mailbox, right-tap the primary mailbox name in the left pane.
5. Choose ‘Add shared folder.’
6. In its dialog, input the email address of a person who has shared a mailbox with you.
7. Click ‘Add.’

Also Read: Outlook Calendar Not Showing Appointments

Use the shared calendar

1. Sign in to the mailbox using Outlook.
2. Choose ‘Calendar.’
3. Right-tap Other calendars.’
4. Click ‘Open calendar.’
5. Look for the shared calendar to open in the ‘From directory.’
6. Click ‘Open.’

Summing up

When you know how to add a shared mailbox in Outlook, its easy to work on a task and be on the same page as others. After setting it up, you can use it in different ways. Furthermore, use the PowerShell resolution when you cannot send mails from the shared mailbox. In case you encounter any issues while configuring or using the mailbox, contact an email support service.