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Windows

Open a shared mailbox in Outlook for Windows

After these steps you can see the shared mailbox in Outlook for Windows in the folder list on the left, below your own mailbox. 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. Whatever someone reads, answers or deletes applies to everyone. The guide applies to the new Outlook for Windows and to classic Outlook.

Platform
Windows
Applies to
New Outlook for Windows and classic Outlook (Microsoft 365)
Time needed
approx. 5 Min.
Level
Beginner
Geteiltes Postfach in Outlook für Windows öffnen Microsoft

What you need

  • Outlook for Windows is set up with your Microsoft 365 account.
  • 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 is visible in Outlook.
  • The email address of the shared mailbox, for example info@company.com.

  1. Step 1: Look for the shared mailbox in the folder list

    On Windows the shared mailbox usually appears on its own. Look in the folder list on the left, below your own mailbox.

    Click the arrow next to the name of the mailbox. The inbox and the other folders expand.

    If the mailbox is visible, you are already done.

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

  2. Step 2: Restart Outlook

    If the mailbox is still missing an hour after the assignment, close Outlook completely and open it again.

    Outlook then loads the current permissions. If the mailbox still does not appear, add it manually with the following steps.

  3. Step 3: Start adding it in the new Outlook

    Your nameAdd shared folder or mailbox

    Right-click your name at the very top of the folder list.

    Select «Add shared folder or mailbox».

    Note: This step and the next apply to the new Outlook. If you use classic Outlook with the ribbon at the top, continue with the step after next.

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

  4. Step 4: Enter the shared mailbox in the new Outlook

    Enter the name or the email address of the shared mailbox and select the matching result.

    Click «Add». The mailbox then appears in the folder list.

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

  5. Step 5: Open the account settings in classic Outlook

    FileAccount SettingsAccount Settings

    In classic Outlook, click «File», then «Account Settings» and, in the menu that opens, «Account Settings» once more.

  6. Step 6: Select your own account for changing

    On the «Email» tab, select your own account and click «Change».

    • Email
    • your.name@company.com
    • Change (click here)
    Simplified sketch, the actual screen may look slightly different.

  7. Step 7: Add an additional mailbox

    More SettingsAdvancedAdd

    Click «More Settings» and switch to the «Advanced» tab.

    Click «Add» there.

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

  8. Step 8: Enter the mailbox and confirm

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

    Confirm the remaining open windows and close the account settings. The shared mailbox appears in the folder list below your own mailbox.

Frequently asked questions

How do I send an email on behalf of the shared mailbox?
When you reply from within the shared mailbox, Outlook automatically uses its address as the sender. For a new email, choose the sender in the «From» field. If the field is missing, click «Options» while composing and show «From». This also requires the permission to send, which your IT team grants.
The mailbox still does not appear after adding it. What now?
Usually the permission is not active yet. Wait up to an hour after the assignment and restart Outlook. If the mailbox is still missing, contact your IT team.
Can my colleagues see what I do in the shared mailbox?
Yes. Everyone with access sees the same emails. If someone reads, answers or deletes an email, this applies to everyone.

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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