Office 365 Shared Mailboxes

Connecting a Shared Mailbox to Outlook in Office 365

A shared mailbox in Office 365 allows multiple users to access and manage a common email address, such as info@company.com or support@company.com. This is useful for team collaboration, where several users need to send, receive, or monitor emails from the same account. Here's a detailed explanation of how to connect a shared mailbox to Outlook in Office 365.

Prerequisites

  1. Permission Access:

    • Ensure you have been granted access to the shared mailbox by your Office 365 administrator. Permissions can be granted as either Full Access or Send As/Send on Behalf Of.

  2. Outlook Application:

    • Make sure you are using a supported version of the Outlook desktop app or Outlook Web App (OWA).

Steps to Connect a Shared Mailbox in Outlook

For Outlook Desktop App:

  1. Open Outlook:

    • Launch the Outlook application on your desktop.

  2. Add the Shared Mailbox:

    • Go to File > Account Settings > Account Settings.
    • Select your email account and click on Change.
    • Click More Settings and go to the Advanced tab.
    • Under Open these additional mailboxes, click Add, then enter the name or email address of the shared mailbox.
    • Click OK, then Next, and finally Finish to save the changes.

  3. Restart Outlook:

    • Close and reopen Outlook. The shared mailbox will now appear in your folder list under your primary mailbox.

For Outlook Web App (OWA):

  1. Log into Office 365:

    • Open a web browser and log into your Office 365 account via outlook.office.com.

  2. Access the Shared Mailbox:

    • Click on your profile icon in the top-right corner and select Open another mailbox.
    • Type the email address of the shared mailbox and click Open.

  3. Add as a Permanent Mailbox (Optional):

    • Open Settings > View all Outlook settings > Mail > Accounts > Shared mailboxes.
    • Select the shared mailbox and choose Add to my mailbox.
    • The shared mailbox will now appear in your mailbox list in OWA.

Using the Shared Mailbox

  1. Sending Emails:

    • When composing an email, you can select the shared mailbox address as the sender by clicking From and choosing the shared mailbox.

  2. Receiving Emails:

    • Emails sent to the shared mailbox will appear in its Inbox folder.

  3. Calendar Management:

    • Shared mailboxes often include a shared calendar, which team members can use to schedule and coordinate events.

  4. Folder Management:

    • Users can create folders, move emails, and organize content within the shared mailbox.

Troubleshooting Tips

  • Access Issues:

    • If the shared mailbox does not appear, confirm with your administrator that you have the required permissions.

  • Delayed Sync:

    • Sometimes, it can take a few minutes for the shared mailbox to sync after being added. Restarting Outlook can help.

  • Mobile Access:

    • On mobile devices, you may need to set up the shared mailbox manually as an additional account.

Benefits of Using Shared Mailboxes in Office 365

  • Centralized Communication: A shared mailbox provides a single point for team communication.
  • Cost-Effective: It does not require an additional license; it's included with Office 365 subscriptions.
  • Collaboration: Multiple users can collaborate on the same mailbox without compromising individual account security.
  • Efficiency: Shared folders and calendars streamline team workflows and reduce email clutter.

By connecting a shared mailbox to Outlook, you can enhance collaboration, improve team efficiency, and maintain centralized communication for your organization.