Open and use a shared mailbox in Outlook Web App

Open and use a shared mailbox in Outlook Web App

Learn how a team can benefit by using Outlook Web App to work with a shared mailbox, including how to open and send email from the shared mailbox and how to add it to a primary mailbox.

If you have full access permission to a shared mailbox that appears in the address book, you can use Outlook Web App or a desktop version of Outlook (for example, Outlook 2013), to open that mailbox. 

Why use shared mailboxes? Because a shared mailbox makes it easy for a specific group of people to monitor and send email from a public email alias like info@contoso.com or contact@contoso.com. When a person in the group replies to a message sent to the shared mailbox, the email appears to be from the shared mailbox, not from the individual user. You can also use the shared mailbox as a shared team calendar

The admin for your organization has to create the shared mailbox and add you to the group of users before you can use it. For more information, see What else do I need to know? in this article.

Want to open a shared mailbox using Outlook instead of Outlook Web App? See Manage another person's mail and calendar items.

To watch a video that shows you how to access and use shared mailboxes by using Outlook 2013 and Outlook Web App, check out:

 
Video: Use a shared mailbox in Outlook 2013 and Outlook Web App

How do I open and use a shared mailbox?

How do I open a shared mailbox?

Add the shared mailbox so it displays under your primary mailbox in Outlook Web App

Open the shared mailbox in a separate browser window

How do I send email from the shared mailbox?

How do I use the shared calendar?

What else do I need to know?

How do I open a shared mailbox?

There are two ways to open a shared mailbox using Outlook Web App. You may want to try both methods and see which works best for you.

Add the shared mailbox so it displays under your primary mailbox in Outlook Web App

This method is recommended if you want to monitor the email from your primary mailbox and the shared mailbox at the same time. In addition, after you complete this task, the shared mailbox and its folders are displayed in the left navigation pane each time you open Outlook Web App. 

  1. Sign in to your account in Outlook Web App.

  2. Right-click your primary mailbox in the left navigation pane, and then choose add shared folder.

  3. In the add shared folder dialog box, type the name or email address of the shared mailbox, and then click add.

The shared mailbox displays in your Folder list in Outlook Web App. You can expand or collapse the shared mailbox folders as you can with your primary mailbox. You also can remove the shared mailbox from your Folder list. To remove it, right-click the shared mailbox, and then click delete.

Open the shared mailbox in a separate browser window

We recommend that you use this method if you want to view and manage the email for the shared mailbox in its own browser window. 

  1. Sign in to your account in Outlook Web App.

  2. On the Outlook Web App nav bar, click on your name. A list appears.

  3. Click Open another mailbox.

  4. Type the email address of the other mailbox that you want to open. Another Outlook Web App session opens in a separate window, allowing access to the other mailbox.

TIP    If you mistype the email address of the mailbox, a second window opens alerting you that the webpage can’t be found. Try retyping the email address.

Have more questions? Submit a request

0 Comments

Please sign in to leave a comment.
Powered by Zendesk