Managing multiple emails can be a challenge, especially for teams working on shared projects. A shared mailbox in Outlook makes collaboration smoother by enabling teams to access a single shared mailbox where everyone can see and respond to messages. By setting up a shared mailbox, you make it easy for a group of people to view, send, and organise emails in one central location.
For businesses and teams, a shared mailbox provides a streamlined way to handle shared communication responsibilities. Whether it’s for a specific project, department, or client interaction, shared mailboxes ensure that all relevant emails are accessible in one place, allowing everyone to stay informed.
What is a Shared Mailbox in Outlook?
A shared mailbox in Outlook is a mailbox that multiple users can access. It allows a team to read and respond to emails from a single email address, so there’s no need to forward messages or copy emails between individual accounts. Shared mailboxes are commonly used in business settings for improved team collaboration, easy access to shared emails, and to streamline responsibilities across departments. Available in Microsoft 365 through Microsoft Exchange, a shared mailbox appears in the folder list alongside your primary mailbox in Outlook, allowing you to switch between them seamlessly.
Step 1: Ensure you have the right permissions
Before adding a shared mailbox, ensure you have the correct permissions. Access to a shared mailbox in Outlook must be granted by an administrator. Once access is given to a shared mailbox this will typically appear in Outlook automatically. If the shared mailbox doesn’t appear automatically in your Outlook window, you may need to check with your IT support or admin to verify your permissions. Without the right access, you won’t be able to see the shared folder or mailbox in your account settings. If the correct permissions are granted but the shared mailbox is still not showing you can complete the steps below to manually add the shared mailbox.
Step 2: Open Outlook and go to account settings
Start by opening Outlook on your desktop. Go to the “File” menu in the top left, where you’ll find the “Account Settings” option. From there, select “Account Settings” from the drop-down list to access the settings for your email accounts. This is where you can add or modify accounts, including adding a shared folder or mailboxes.
Step 3: Choose the email account and select ‘change’
Within the Account Settings window, choose your main email account by double-clicking on it. Select “Change” to begin adding the shared mailbox. This option lets you modify your email account and access additional settings for shared mailboxes in Outlook.
Step 4: Access more settings and go to the advanced tab
In the new window, click on “More Settings,” which will open up more configuration options. Head over to the “Advanced” tab, where you can add additional mailboxes. This is an important step for adding the shared mailbox to your Outlook profile.
Step 5: Add the shared mailbox
Now, click the “Add” button under the Advanced tab to enter the shared mailbox email address. Type in the email address of the shared mailbox provided by your administrator or IT support. If the email address isn’t recognised, ensure you have the correct permissions or verify the address with the mailbox owner.
Step 6: Confirm and restart Outlook
After adding the shared mailbox, confirm by clicking “OK” and then “Next” to finalise the setup. To see the shared mailbox in your folder list, you’ll need to restart Outlook. Once restarted, the shared mailbox should appear in the left navigation pane under your primary mailbox. You’ll also see it as a shared folder in Outlook, easily accessible for all team members.
Step 7: Access and manage the shared mailbox
The shared mailbox will be visible in the folder pane in your Outlook window. You can now use the shared mailbox to view and manage emails, send messages from the shared mailbox address, and keep everything organised for the team. You’ll also be able to create shared folders and organise emails within the shared mailbox for better collaboration. To send an email from the shared mailbox, select it in the “From” field when composing a new email message.
Conclusion
Setting up a shared mailbox in Outlook is a straightforward process, and following these seven steps will help you get started. Adding a shared mailbox in Outlook allows for efficient email management and strengthens team collaboration. With shared mailboxes, you’ll find it easy to keep track of messages, respond promptly, and work together more effectively. Follow these steps to add a shared mailbox in Outlook and enjoy a more organised email experience.
