Shared Mailbox

Written by Christopher Lee

Last published at: March 20th, 2025

Shared mailboxes are used when multiple people need access to the same mailbox, such as a company information or support email address, reception desk, or other function that might be shared by multiple people.

Users with permissions to the group mailbox can send as or send on behalf of the mailbox email address if the administrator has given that user permissions to do that. This is particularly useful for help and support mailboxes because users can send emails from "Contoso Support" or "Building A Reception Desk."

Decision Tree
Select Outlook Platform 
  • Outlook for Mac
  • Outlook for Windows
  • Add Button
Create a new email message.

Select desired account to send from via the From Drop down

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Complete email as normal.

Create a new email message.

Select desired account to send from via the From Drop down

->


Webmail access

Accessing shared mailboxes via webmail is performed differently then when using Windows/Mac Outlook clients.

Methods for Accessing a Shared Mailbox: 

  1. Open in a Separate Browser Window/Tab: 
    1. Sign in to your primary account in Outlook on the web. 
    2. On the Outlook navigation bar, click your name. 
    3. Select "Open another mailbox". 
    4. Type the email address of the shared mailbox and click "Open". 
  2. Add Shared Mailbox to Your Folder List: 
    1. Right-click the "Folders" heading of your primary mailbox in the left navigation pane. 
    2. Choose "Add shared folder or mailbox". 
    3. In the dialog box, type the name or email address of the shared mailbox and select "Add".