Open and Use a Shared Mailbox in Outlook

Use a Shared Mailbox in Outlook

A shared mailbox allows multiple SMSU staff members to read and send email from a single, shared email address (for example, TRC@smsu.edu). Shared mailboxes help teams collaborate by ensuring messages are managed centrally.

When you send or reply to an email from a shared mailbox, the message appears to come from the shared address rather than your personal SMSU email account.

Before You Begin

• The Technology Resource Center (TRC) must create the shared mailbox.
• The TRC must also grant you permission to access the mailbox.
• After permissions are added, the shared mailbox may appear automatically in Outlook.
  If it does not, you can add it manually using the steps below.

This article explains how to use a shared mailbox in:

• New Outlook (Windows and Mac)
• Classic Outlook (Windows)
• Outlook on the Web (OWA)

Use a Shared Mailbox in New Outlook (Windows and Mac)

Add the Shared Mailbox

If the shared mailbox does not appear automatically:

1. Open Outlook.
2. In the folder pane, right‑click your account name.
3. Select Add shared folder or mailbox.
4. Enter the name or email address of the shared mailbox.
5. Select the mailbox from the list, then choose Add.

Access the Shared Mailbox

• The shared mailbox appears under your account name in the folder pane.
• You can open folders such as Inbox, Sent Items, Drafts, and others.

Send Email From the Shared Mailbox

1. Select New Mail.
2. In the message window, select From.
   • If the From field is not visible, select Show From.
3. Choose the shared mailbox as the sender.
4. Write and send your message.

The recipient will see the email as sent from the shared mailbox address.

Use a Shared Mailbox in Classic Outlook (Windows)

Add the Shared Mailbox

1. Open Outlook.
2. Select File, then choose Account Settings > Account Settings.
3. Select your email account and choose Change.
4. Select More Settings.
5. Open the Advanced tab.
6. Under Open these additional mailboxes, select Add.
7. Enter the name or email address of the shared mailbox.
8. Select OK, then Apply, Next, and Finish.
9. Restart Outlook.

The shared mailbox appears in your folder pane.

Send Email From the Shared Mailbox

If the From field is not visible:

1. Open a new email message.
2. Select Options, then choose From.
3. Select the shared mailbox from the From drop‑down list.
4. Compose and send your message.

Use a Shared Mailbox in Outlook on the Web (OWA)

Add the Shared Mailbox

1. Go to the SMSU Email and Apps page and sign in with your SMSU account.
2. Select Apps, then choose Outlook.
3. In the folder list, right‑click your mailbox name.
4. Select Add shared folder or Add shared mailbox.
5. Enter the name or email address of the shared mailbox.
6. Select Add.

The shared mailbox appears below your primary mailbox in the folder list.

Send Email From the Shared Mailbox

1. Select New Message.
2. Open More options (three dots), then select Show From.
3. Choose the shared mailbox in the From field.
4. Write and send your message.

Troubleshooting

• If the shared mailbox does not appear right away, wait a few minutes after permissions are granted and restart Outlook.
• If the mailbox still does not appear, follow the manual steps for your version of Outlook above.

Additional Resources

• Microsoft Support: Open and use a shared mailbox in Outlook - Microsoft Support