How to open and use a shared mailbox in the desktop Outlook client

What is this?

A shared mailbox makes it easy for a group of people to monitor and send email from a public email alias like 'mailbox.name@nscc.com'.

When a person in the group replies to a message sent to the shared mailbox, the email appears to be from the shared address, not from the individual user.

You can also use the shared mailbox as a shared team calendar. 

Tip: Before you can use a shared mailbox, the Digital Innovation and Tech department has to create it and add you as a member. Request a shared mailbox here.

 

Note: 
If you have chosen to install and use the 'New Outlook', shared mailboxes appear in a different location.
In that version, any shared mailboxes that you have been given access to appear within your list of folders on the left side of Outlook, under the title 'Shared with me'.
Clicking on that little arrow opens up that folder to show all of your shared mailboxes.

Uploaded Image (Thumbnail)

Read more info on using the new Outlook and why you may want to revert to the 'old' Outlook here: https://servicedesk.nscc.ca/TDClient/1770/Portal/KB/ArticleDet?ID=90420

 

Instructions

After DI&Tech has added you as a member of a shared mailbox, close and then restart Outlook. The shared mailbox should automatically display in your Folder pane in Outlook.
If it does not, follow these steps to update your Outlook address book.
You may have to click the small arrow next to the account name to see all the mail folders.

Shared mailbox displays in Folder List in Outlook

What if it didn't work?

  • If your admin only recently added you to a shared mailbox, it may take a few minutes before the shared mailbox appears. Wait a bit and then close and restart Outlook again.

  • If that didn't work, then manually add the shared mailbox to Outlook:

    1. Open Outlook.

    2. Choose the File tab in the ribbon.

    3. Choose Account Settings, then select Account Settings from the menu.

    4. Select the Email tab.

    5. Make sure the correct account is highlighted, then choose Change.

    6. Choose More Settings > Advanced > Add.

    7. Type the shared email address, such as info@contoso.com.

    8. Choose OK > OK.

    9. Choose Next > Finish > Close.

Send mail from the shared mailbox

  1. Open Outlook.

  2. Choose New Email.

  3. If you don't see the From field at the top of your message, choose Options > From.

  4. Click From in the message, and change to the shared email address. If you don't see your shared email address, choose Other email address and then type in the shared email address.

  5. Choose OK.

  6. Finish typing your message and then choose Send.

    From now on when you want to send a message from your shared mailbox, the address will be available in your From drop down list.

    Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.

Reply to mail sent to the shared mailbox

  1. Open Outlook.

  2. Open the email message you want to reply to.

  3. From field at the top of your message, you should see the name of your shared mailbox. If you don't, choose the From dropdown box and choose your shared mailbox.

  4. Finish typing your message and then choose Send.

    When you want to send a message from your shared mailbox, the address will be available in your From drop down list.

    Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.


 

Use the shared calendar

After your admin has added you as a member of shared mailbox, close and then restart Outlook. The shared calendar associated with the shared mailbox is automatically added to your Calendars list.

  1. In Outlook go to calendar view, and choose the shared mailbox.

    Choose the calendar view

  2. When you enter appointments, everyone who is a member of the shared mailbox will be able to see them.

  3. Any member of the shared mailbox can create, view, and manage appointments on the calendar, just like they would their personal appointments. Everyone who is a member of shared mailbox can see their changes to the shared calendar.

Taken from: https://support.office.com/en-us/article/open-and-use-a-shared-mailbox-in-outlook-d94a8e9e-21f1-4240-808b-de9c9c088afd?WT.mc_id=365AdminCSH&ui=en-US&rs=en-US&ad=US

More info:
https://support.office.com/en-us/article/open-and-use-a-shared-mailbox-in-outlook-d94a8e9e-21f1-4240-808b-de9c9c088afd?WT.mc_id=365AdminCSH&ui=en-US&rs=en-US&ad=US

Details

Article ID: 77331
Created
Fri 5/3/19 2:50 PM
Modified
Tue 2/6/24 11:27 AM

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