How to Open a Shared Mailbox in Office 365

This FAQ was last modified on: Wednesday, April 26, 2017 10:13am
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Open and use a shared mailbox in Outlook on the web for business

If you have full access permission to a shared mailbox that appears in the address book, you can use Outlook Web App or a desktop version of Outlook (for example, Outlook 2016), to open that mailbox.

The admin for your organization has to create the shared mailbox and add you to the group of users before you can use it.

You can also use the shared mailbox as a shared team calendar.

How do I open a shared mailbox?

There are two ways to open a shared mailbox using Outlook Web App. You may want to try both methods and see which works best for you.

Add the shared mailbox so it displays under your primary mailbox in Outlook Web App

This method is recommended if you want to monitor the email from your primary mailbox and the shared mailbox at the same time. In addition, after you complete this task, the shared mailbox and its folders are displayed in the left navigation pane each time you open Outlook Web App.

  1. Sign in to your account in Outlook Web App.

  2. Right-click your primary mailbox in the left navigation pane, and then choose add shared folder.

  3. In the add shared folder dialog box, type the name or email address of the shared mailbox, and then click add.

The shared mailbox displays in your Folder list in Outlook Web App. You can expand or collapse the shared mailbox folders as you can with your primary mailbox. You also can remove the shared mailbox from your Folder list. To remove it, right-click the shared mailbox, and then click delete.


Open the shared mailbox in a separate browser window

We recommend that you use this method if you want to view and manage the email for the shared mailbox in its own browser window.

  1. Sign in to your account in Outlook Web App.

  2. On the Outlook Web App nav bar, click on your name. A list appears.

  3. Click Open another mailbox.

  4. Type the email address of the other mailbox that you want to open. Another Outlook Web App session opens in a separate window, allowing access to the other mailbox.

Tip:  If you mistype the email address of the mailbox, a second window opens alerting you that the webpage can’t be found. Try retyping the email address.


How do I send email from the shared mailbox?

To send email from the shared mailbox using Outlook Web App:

  1. Click New mail above the folder list. A new message form opens in the reading pane.

  2. Click More More or more options icon and then select Show from. This option shows you that the people who receive the email message will see that it comes from the shared mailbox and not from your own email account.

  3. To add recipients, type the name of anyone who is in your contacts folder or organization’s address list, or type the email address in the To or cc box. The first time you enter a person’s name, Outlook Web App searches for that person’s address. In the future, the name is cached so it resolves quickly.

  4. Type a subject.

  5. Type the message you want to send.

  6. When your message is ready to go, click send send .

How do I use the shared calendar?

One of the great things about using a shared mailbox is that anyone who has access to the shared mailbox also has full access to the calendar. You can create, edit, and delete events in the calendar. Use the shared calendar just as you would use your own calendar. Here's a short list of things you can do with the shared mailbox calendar:

  • Let your team know when you're going on vacation or when you’ll be out of the office.

  • Create a team meeting.

  • Edit a calendar event that someone else created.

  • Cancel a meeting that someone else created.

To access the calendar

  1. Sign in to your mailbox using Outlook Web App. If you're using Office 365, sign in to your account at the Microsoft Online Portal.

  2. Right-click OTHER CALENDARS, and then click open calendar.

    Outlook Web App open calendar menu

  3. In From Directory, search for the shared calendar you want to open. Select the shared mailbox you want to open, and then click Open.

    Outlook Web App Open calendar dialog box

  4. The shared calendar displays in your Calendar folder list.

    Outlook Web App with a shared mailbox calendar selected

 

How To Add A Shared Mailbox in Office 365

 

  1. From Office 365, click on the silhouette in the top right-hand corner
  2. From the Office 365 menu, select "Open another mailbox"
  3. Office 365 Menu from Silhouette
  4. In the "Open another mailbox" dialog box, enter the name of the shared mailbox. If no name can be found in the directory, either the incorrect name was entered or the mailbox does not exist. Enter the name and click "Search Directory" to confirm the name of the shared mailbox. Open another mailbox - Office 365
  5. Once the correct mailbox appears in the box, Click "Open" Open Button - Office 365 and the shared mailbox will open in a new tab in your browser.

Reference: https://support.office.com/en-us/article/Open-and-use-a-shared-mailbox-in-Outlook-on-the-web-for-business-bc127866-42be-4de7-92ae-1ef2f787fd5c?ui=en-US&rs=en-US&ad=US#__toc374009393