Shared Mailbox Use Instructions

Steps vary depending on platform when adding a shared mailbox to Outlook 

Windows 

If present, please first remove the old account from Outlook and restart it. The shared mailbox will appear in Outlook for Windows automatically in your list of folders after you close and restart Outlook. (This could take several hours to show up). To learn more, see: open and use a shared mailbox in Outlook 365 

Macs 

Adding a Shared Mailbox 

1. If present, please first remove the old account from Outlook and restart it 

2. Select File. 

3. Select Open. 

4. Select Other User's Folder. 

   

5. Enter the Title of your shared folder in the search box. 

6. Select your Shared Mailbox from the list. 

7. Select Open. ​​​​

Webmail 

Opening and Using a Shared Mailbox 

1. When signed into the Outlook Web App (OWA), right-click your primary mailbox in the left navigation pane, and then choose Add shared folder. (Your name is on your primary mailbox.) 

2. In the Add shared folder dialog box, type the name of the shared mailbox and then select Add. 

3. If you want to receive notifications of new messages in the Inbox of a shared mailbox, you must open a shared mailbox in a separate browser window by clicking on your profile picture and choosing Open another mailbox and entering the name of the shared mailbox. To learn more, see: open and use a shared mailbox in Outlook on the web 

Replying as the Shared Address 

THE FIRST TIME IS VERY TRICKY: 

1. Open Outlook and go to your shared mailbox. 

2. Open a message that was sent to the shared address. 

3. Click Reply. 

4. At the bottom of the message, click the More arrow > Show from. 

5. Right-click on the From address - such as Ina@weewalter.me - and click Remove. 

6. Then type the shared address such as support@contoso.com and send the message. The next time you reply from the shared mailbox, its address will appear as an option in the From drop down. 

 
Mobile device (phone or tablet) 

Opening and Using a Shared Mailbox 

1. If present, please first remove the old account by going to the settings on the app, selecting the account and choosing Delete Account. 

2. Sign into your primary account in Outlook for iOS or Android. 

3. Tap the Add Account button in the left navigation pane, then tap Add a Shared Mailbox. 

  

4. If you have multiple accounts in Outlook Mobile, select the account that has permissions to. access the shared mailbox.  

   

5. After the account setup process completes, the shared mailbox will display in your account list in Outlook for iOS or Outlook for Android.  

Removing a Shared Mailbox 

To remove a shared mailbox, go to Settings > Accounts. Then tap on the shared mailbox and select Delete Account.  

Using the shared calendar 

We like the shared mailbox calendar rather than a SharePoint calendar for keeping track of appointments and where people are. A shared calendar is integrated with Outlook, generates reminders, and it's much easier to create and use than a SharePoint calendar. 

1. In the Outlook app, go to calendar view, and choose the shared mailbox. 

2. When you enter appointments, everyone who is a member of the shared mailbox will be able to see them.