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How To Add a shared mailbox to Outlook (latest)

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Mailbox to be added to outlook

After your admin has added you as a member of a shared mailbox, close and then restart new Outlook. The shared mailbox should automatically display in your Folder pane.

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 the new Outlook again.

Find the shared mailbox in the folder pane.

In the folder pane on the left, locate the Shared with me folder. Click it to expand it. Your shared mailbox is a sub-folder under Shared with me. When you select the name of the shared mailbox there, it will expand to show the standard email folders, such as Inbox, Drafts, and Sent Items.

Send mail from the shared mailbox.

  1. Open new Outlook for Windows.
  2. On the Home tab, select New > Mail.
  3. If you don’t see the From field at the top of your message (next to Send), on the Options tab, select Show 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. Finish typing your message, then choose Send.

From now on when you want to send a message from your shared mailbox, the address will be available in your 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 new Outlook for Windows.
  2. Open the email message you want to reply to.
  3. In the From field at the top of your message, you should see the name of your shared mailbox. If you don’t, choose the From drop-down box and choose your shared mailbox.
  4. Finish typing your message, then choose Send.

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

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

Search on the shared mailbox.

Once a shared mailbox is added to the new Outlook, searching within it is like searching on a primary mailbox.

  1. Open new Outlook for Windows.
  2. Select a folder within the shared mailbox in the folder pane on the left. 
  3. in the Search box at the top of the Outlook window, type the query you want to use for searching, then press Enter.

The message list will show results based on the search from that selected folder in the shared mailbox.

Use a shared mailbox on a mobile device (phone or tablet)

To access a shared mailbox on a mobile device, use the following steps. 

  1. Sign in to your primary account in Outlook for iOS or Android.
  2. Tap the Add Account button in the left navigation pane, then tap Add a Shared Mailbox
  1. If you have multiple accounts in Outlook Mobile, select the account that has permissions to access the shared mailbox.
  2. Remember to have your own it plan to have the administrator part set

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