Accessing a Shared Mailbox in Outlook

A shared mailbox lets a group of staff read and send email from a common address, such as frontoffice@yourdistrict.org, without sharing a password. You open it with your own account using permissions assigned by Technology Services.

Do not try to sign in directly to the shared mailbox address. Shared mailbox accounts are disabled by design. You always access it through your own account

Before You Start

Access must be granted first. Submit a ticket at support.swmitech.org and include the shared mailbox address, who needs access, and whether they need to send as the mailbox.
Two different permissions exist:
- Full Access lets you read, organize, and delete mail in the mailbox.
- Send As or Send on Behalf lets you send email from the mailbox address. Full Access alone does not allow sending.
Allow up to an hour. After access is granted it can take time to appear. Close Outlook completely and reopen it.

Which Version of Outlook Do You Have?

The steps differ between New Outlook and Classic Outlook on Windows.

New Outlook has a simplified interface that looks like Outlook on the web, and settings live behind the gear icon.
Classic Outlook has the traditional ribbon and a File menu.

If you are unsure, look for the New Outlook toggle in the upper right corner of the window.

New Outlook folder menu opened from your account, with Add shared folder or mailbox selected.

Method 1: New Outlook for Windows

In most cases the mailbox appears on its own.

Close New Outlook completely, then reopen it.
Look in the folder pane for Shared with me and expand it.
Select the shared mailbox name to expand its Inbox, Drafts, and Sent Items.

If it does not appear automatically:

Select Mail from the navigation pane.
Right-click your account name in the folder pane.
Select Add shared folder or mailbox.
Type the shared mailbox address, then select Add.

Note: Shared mailboxes currently cannot be added to Favorites in New Outlook, and shared contacts are not yet supported.

Source: Open and use a shared mailbox in Outlook (Microsoft)

Classic Outlook folder list with a shared mailbox highlighted below your own mailbox.

Method 2: Classic Outlook for Windows

The mailbox normally appears automatically at the bottom of your folder list after you restart Outlook. If it does not:

Select File > Account Settings > Account Settings.
On the Email tab, select your account, then select Change.
Select More Settings.
Open the Advanced tab and select Add.
Type the shared mailbox address, then select OK.
Select Next > Finish > Close, then restart Outlook.

Outlook on the web with the Folders menu open and Add shared folder or mailbox highlighted.

Method 3: Outlook on the Web

Best when you only need occasional access, or when you are on a device that is not yours.

Open it in a separate tab:

Sign in at outlook.office.com with your normal work account.
Select your profile picture or initials in the upper right corner.
Select Open another mailbox.
Enter the shared mailbox address and select Open.

Keep it in your folder list instead:

Return to your own mailbox.
Right-click Folders in the left-hand folder list.
Select Add shared folder or mailbox.
Enter the shared mailbox address and select Add.

The mailbox appears under Shared with me or in your folder list.

Outlook mobile steps: tap your account icon, tap Add Account, tap Add Shared Mailbox, then enter the mailbox address.

Method 4: Outlook on iPhone, iPad, or Android

Sign in to Outlook mobile with your normal work account.
Tap Add Account in the left navigation pane.
Tap Add a Shared Mailbox.
If you have more than one account, select the one that has permission to the mailbox.

The shared mailbox appears in your account list once setup finishes.

To remove it, go to Settings > Accounts, tap the shared mailbox, then select Delete Account.

Source: Add a shared mailbox to Outlook mobile (Microsoft)

Sending Email From the Shared Mailbox

You need Send As or Send on Behalf permission for this to work.

Create a new message or open a reply.
If you do not see the From field, go to the Options tab and select Show From.
Select From and choose the shared mailbox address. If it is not listed, choose Other email address and type it in.
Send as normal.

Recipients see only the shared mailbox address, not your personal address. After the first time, the address stays in your From dropdown.

Tip: Check that replies land in the shared mailbox Sent Items and not your own. If they are going to the wrong place, submit a ticket and Technology Services can adjust the setting.

Using the Shared Calendar

The calendar attached to a shared mailbox is added to your Calendars list automatically once you have access. Any member can create, view, and edit appointments, and everyone sees the changes.