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Microsoft 365

Open a shared mailbox in Outlook on the web and in the Outlook app

After these steps the shared mailbox appears in Outlook on the web in the folder list and in the Outlook app on your smartphone as a separate account. A shared mailbox is an address such as info@ or support@ that several people use together. It has no password of its own, your IT team grants you access. The guide applies to Outlook on the web with Microsoft 365 and to the current Outlook app on iPhone and Android.

Platform
Mac & Windows
Applies to
Outlook on the web (Microsoft 365), Outlook app for iPhone and Android
Time needed
approx. 5 Min.
Level
Beginner
Geteiltes Postfach in Outlook im Web und in der Outlook-App öffnen Microsoft

What you need

  • Your IT team has assigned the shared mailbox to you and let you know. You do not need a separate password for the shared mailbox.
  • About an hour has passed since the assignment. It can take that long until the mailbox can be found.
  • For the smartphone: the Outlook app is installed and set up with your own Microsoft 365 account.
  • The email address of the shared mailbox, for example info@company.com.

  1. Step 1: Open Outlook on the web

    In your browser, go to outlook.office.com and sign in with your own account.

    After signing in you see the folder list of your mailbox on the left.

  2. Step 2: Start adding it from the folder list

    FoldersAdd shared folder or mailbox

    In the list on the left, right-click «Folders».

    Select «Add shared folder or mailbox».

    • Folders
    • Add shared folder or mailbox (click here)
    Simplified sketch, the actual screen may look slightly different.

  3. Step 3: Enter the shared mailbox

    Enter the name or the email address of the shared mailbox and click «Add».

    The mailbox then appears at the bottom of the folder list. Click it to open the inbox.

    • Add shared folder or mailbox
    • info@company.com
    • Add (click here)
    Simplified sketch, the actual screen may look slightly different.

  4. Step 4: Tap your profile picture in the Outlook app

    Open the Outlook app on your smartphone.

    Tap your profile picture or your initials at the top left. The account overview opens on the left.

    Note: On a smartphone, shared mailboxes only work reliably in the Outlook app. On Android phones the steps are the same as on the iPhone.

    • Profile picture (click here)
    • Inbox
    Simplified sketch, the actual screen may look slightly different.

  5. Step 5: Open the settings

    Tap the gear icon. The settings of the app open.

  6. Step 6: Choose the shared mailbox as an account

    SettingsAdd AccountAdd a Shared Mailbox

    Tap «Add Account» and then «Add a Shared Mailbox».

    If you have several accounts in the app, then choose the account to which the shared mailbox has been assigned.

    • Add a Shared Mailbox (click here)
    Simplified sketch, the actual screen may look slightly different.

  7. Step 7: Enter the email address of the mailbox

    Enter the email address of the shared mailbox, for example info@company.com, and confirm your entry.

    The mailbox then appears in the app as a separate account next to your own mailbox.

    • info@company.com (click here)
    Simplified sketch, the actual screen may look slightly different.

Frequently asked questions

How do I send an email on behalf of the shared mailbox?
When you reply from within the shared mailbox, its address is automatically used as the sender. For a new email, choose the sender in the «From» field. This also requires the permission to send, which your IT team grants.
Can I also set up the shared mailbox in Apple Mail or in the Gmail app?
Shared mailboxes cannot be set up properly in Apple's Mail app or in the Gmail app. Use the Outlook app on your smartphone.
How do I remove the shared mailbox from the app again?
In the Outlook app, open «Settings» and then «Accounts». Tap the shared mailbox and select «Delete Account». Your access on the web and on other devices remains.

Stuck on a step?

Start a remote support session and we will take a look at your screen together with you.

Remote Support (Mac) Helpdesk (Windows) info@guycolle.com

Sources

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