Outlook Shared Mailbox

Summary

How to set up shared mailboxes in Outlook.

Body

How to Use Shared Mailboxes in New Outlook

 

 

 

What is a Shared Mailbox?

A shared inbox is used for a group of people to utilize a singular email address to send and receive emails. This is useful for departments to have a email address that represents the department as a whole instead of an individual when sending emails.
 

Setup for Web and App (New Outlook)

1.      Select Mail from the navigation pane in new Outlook.

2.      In the Folder pane, right-click your account name, and select Add shared folder or mailbox.

3.      In the Add shared folder or mailbox window, type the name of the mailbox you want to access, for example, example@jccmi.edu.
 

Setup for Classic Outlook

1.      Open Outlook.

2.      Select the File tab on the ribbon, then select Account Settings > Account Settings.

3.      Select the Email tab.

4.      Make sure the correct account is highlighted, then select Change.

5.      Select More Settings > Advanced > Add.

6.      Type the shared email address, such as example@jccmi.edu.

7.      Select OK > OK.

8.      Select Next > Finish > Close.
 

Sending from Shared Inbox
 

1.      Choose New mail above the folder list. A new message form opens in the reading pane.

2.      At the top of the message, choose the three dots > Show Form.

A screenshot of the Show From option

This option shows you that the people who receive the email message will see it comes from the shared mailbox and not from your own email account.

3.      The first time you use shared mailbox, you need to add the address to the options available in the From drop-down list:

a.      Right-click the From address and choose Remove.

b.      Type the shared address. The next time you reply from the shared mailbox, its address will appear as an option in the From drop-down list.

4.      To add recipients, type the name of anyone who is in your contacts folder organization’s address list, or type the email address in the To or Cc box. The first time you enter a person’s name, Outlook searches for that person’s address. In the future, the name is cached so it resolves quickly.

5.      Type a subject.

6.      Type the message you want to send.

7.      When your message is ready to go, click Send.
 

Need Additional Help?

Click the here for more information on how to setup and utilize shared mailboxes in Outlook.

 

Details

Details

Article ID: 20781
Created
Mon 8/5/24 3:16 PM
Modified
Mon 9/16/24 11:37 AM