Outlook for Windows (classic Outlook)- Shared Mailbox

Owned by Michael Tierney
Feb 16, 2024
3 min read

Shared mailboxes may be accessed directly within the Outlook application of a user with permission to use the mailbox.

Instructions

Accessing the mailbox:

  1. Most shared mailboxes are set to “automap” which means the mailbox will automatically appear within beneath main mailbox in Outlook. In this example “itservicedesk” is a shared mailbox.

    folder tree with shared mailbox

  2. 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:

    1. Click on “File” on the ribbon, then select “Account Settings” and then from the drop-down, select “Account Settings” again.

      File - account settings screenshot

       

    2. Click on your email account, then select the “Change” button from the toolbar above the accounts.

    3. Click “More Settings” in the bottom left of the following screen

    4. Click the “Advanced” tab, and then click the “Add” button next to the “Open these additional mailboxes” panel. Enter the display name or email address of the account you want to add and click “Ok” to continue.

    5. Click Next, and Close to return to the Outlook main screen.

       



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:

  1. In the message composition window, click “Options” in the ribbon, then select the “From” button in the “Show Fields” section on the ribbon.

  2. 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.