Here are the instructions to access a shared mailbox using an Outlook Client for your organization. This will include instructions for mac, Windows, Web.
What is a Shared Mailbox, and Why Would I Use It?
A shared mailbox is just a shared inbox; it's an email address that's shared and that users can access with their Outlook desktop or web clients. This way, when one responds to an e-mail sent to the shared mailbox, it will be from the shared address and not from the individual's account.
Shared mailboxes have lots of advantages in the sense that they can act as one central mailbox for emails sent to one address, therefore making it much easier to communicate within organizations. They can be set up with respect to each department: HR, Support, Finance, and IT.
Within this respect, regular mailboxes can be converted to shared mailboxes temporarily to save money on licensing. Shared mailboxes are also commonly used to act as no-reply email accounts or as a shared team calendar application within the classic Outlook client.
However, there are some limitations to shared mailboxes. Each mailbox is created with an initial 50GB of storage; further storage beyond that requires additional licensing. While supporting up to 25 users logging into a shared mailbox, too many active users reduce performance.
How to Add a Shared Mailbox to Outlook on Windows
Before you can add a shared mailbox to Outlook permission needs to be granted to your account by your Office 365 admin. After they have done this the shared mailbox will appear in your account automatically the next time you open Outlook.
If it doesn't you can add it yourself like this:
• In Outlook right-click on the name of your account then click Add shared folder or mailbox.
• In the Add shared folder or mailbox dialog box, type the email address of the shared mailbox, and then click Add.
• After some time, the shared mailbox should appear under your mailbox. If you get a permissions error message, contact your Office 365 admin to get the appropriate access granted.
If you don't see the shared mailbox, click to expand the Shared with me folder. This is the default view that is placed in the new Outlook client. Unfortunately, there is no way to remove it from the shared with me folder to make it look like its own account as is the case with the classic Outlook client.
To send as, or on behalf of the shared mailbox Click New mail Then click the From drop-down and select the shared mailbox address Compose your email and click Send
Add a Shared Mailbox to Outlook Classic
Adding a Shared Mailbox to Classic Outlook
To add a shared mailbox to your Classic Outlook client do the following:
1. Open Outlook and open Account Settings: Open Classic Outlook and click on "File," then click on "Account Settings." Then, click on "Account Settings" again.
2. Highlight Your Work Account: In the window for Account Settings, highlight your work email, and click on "Change."
3. Click on the Advanced Tab Settings: Click on "More Settings" > "Advanced" > "Add."
4. Type Shared Mailbox Address: Type the address of the shared mailbox that you are trying to add, then click "OK."
5. Save Changes: Click "Apply" and "OK." This will save your changes.
6. Complete Setup: Select "Next" > "Finish" > "Close."
Troubleshooting: Grayed-Out "Add" Option
The "Add" option may be grayed out because you have more than one Exchange account set up within the same Outlook profile. To fix this:
1. Create a New Profile: Go to "File" > "Account Settings" > "Manage Profile."
2. Show Profiles: In the Mail Setup dialog, click "Show Profiles.".
3. Add New Profile: Click "Add" on the General tab and name the new profile. Then, hit "OK."
4. Set up New Account: Put in all the details of the shared mailbox account, including your name, email address, and password. Follow through with the items as guided on the screen.
5. Save Changes: Click "OK" to save the changes with the new profile.
6. Add Shared Mailbox: Now, use the newly created profile to add the shared mailbox by following the steps above.
Switching Profiles: To switch between profiles, go to "File" > "Account Settings" > "Change Profile." Outlook will need to be closed and reopened for this change to take effect.
How to Add a Shared Mailbox in Outlook for Mac
To add a shared mailbox in your Outlook client on a Mac, follow these easy steps:
1. Access Account Settings: From within Outlook, go to the Tools menu, then select Accounts.
2. Primary Account Selection: Choose the account that has access to the shared mailbox.
3. Delegation and Sharing: Open Delegation and Sharing from the Account Settings window.
4. Shared Mailboxes: Click the Shared With Me tab from the opened window.
5. Shared Mailbox Addition: Add any new shared or delegated mailboxes using the + icon.
6. Enter Email Address: Enter the email address of the shared mailbox, then select it from the Search results.
7. Add and Verify: Click Add. Outlook will check for any required permissions and then add the shared mailbox.
8. Done: After addition is complete, click Done.
The added shared mailbox shows as an independent account in your Outlook client. It would be pretty helpful in its management and access with your primary account.
Add Shared Mailbox to Legacy Outlook for Mac
Adding a shared mailbox to the legacy Outlook for Mac involves the following steps:
1. Tools and Accounts: Open Tools in the older Outlook client and click on Accounts.
2. Delegates Tab: Click on Advanced and then click on the tab labeled Delegates.
3. Add Shared Mailbox: Select the button to add (+), enter the name or email address of the shared mailbox, and then click on it in the resultant list.
4. Save changes: Click Add and then OK to save changes.
How to Add a Shared Mailbox in Outlook on the Web
Here are the easy steps to access a Shared Mailbox in Microsoft Outlook Online:
1. Log into your Outlook account via the Web.
2. Right-click "Folders" in the left navigation pane and select "Add shared folder or mailbox."
3. In the dialog box displayed, enter the e-mail address of the Shared Mailbox and click on "Add." Now it will show in your folder list.
That is all there is to know about How to Add a Shared Mailbox in Outlook, and hopefully, we have been of as much help as possible for you to add your shared mailbox.
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