Outlook for Windows (new Outlook)- Shared Mailbox
- Michael Tierney
Shared mailboxes may be accessed directly within the Outlook application of a user with permission to use the mailbox.
Instructions
Accessing the mailbox:
Most shared mailboxes are set to “automap” which means the mailbox will automatically appear within your main mailbox in Outlook in a “Shared with me” folder. In this example “itservicedesk” is a shared mailbox.
In some instances, accounts are not set to automap; this is often the case when the shared mailbox is exceedingly large and would slow Outlook down for daily use. To access non-automapped shared mailboxes:
Right-click on your personal email account in the left pane in Outlook, then select “Add shared folder or mailbox”
In the “Add shared folder or mailbox” pane that appears, enter the displayname or email address of the shared mailbox, then click Add
The shared mailbox will now appear within a folder called “Shared with me” beneath your other mail folders within your personal mailbox.
Reading and filing email in a shared mailbox is done the same way those tasks are performed in a personal mailbox.
By default, individuals receive read and filing permissions in a shared mailbox. Upon request, permissions to “send as” the shared mailbox may be granted. If you have “send as” permission, you may compose a new email or reply to emails from the shared mailbox.
Outlook for Windows does not automatically show the “From” field in the email composition window. To show the “From” line:
Click on the settings gear icon in the top right of the screen
Click “Mail” in the left pane, then “Compose and reply” in the middle section, then in the right-hand panel, click “Always show From” and then click “Save”
The Settings window does not automatically close when the “Save” button is clicked, so click the X in the top right to close the Settings window.
When composing an email, select the appropriate shared mailbox rather than your personal mailbox in the drop-down on the “From” line of the email.