Open a shared mailbox (sales@, info@) in Outlook

A shared mailbox such as sales@ or info@ opens inside your own Outlook, using your own sign-in. Once your admin gives you access, classic Outlook usually shows it by itself; in new Outlook and Outlook on the web you may need to add it once. There is no separate password.

Before you start

Your admin must first add you as a member of the shared mailbox. See create a shared mailbox. You also need the shared mailbox’s full address, such as sales@yourcompany.com.

Classic Outlook for Windows

Classic Outlook adds shared mailboxes you can open automatically. Close Outlook and open it again, and the mailbox appears in the folder list under your own mailbox.

If it does not appear after an hour, add it by hand:

1. Select File > Account Settings > Account Settings.
2. On the Email tab, select your own account and choose Change.
3. Select More Settings, then the Advanced tab, then Add.
4. Type the shared mailbox address and select OK.
5. Select OK, Next, Finish, then Close, and restart Outlook.

New Outlook for Windows

After a restart, new Outlook usually lists the mailbox under Shared with me. If it is not there, add it yourself:

1. In Mail, right-click your own account name in the folder list.
2. Select Add shared folder or mailbox.
3. Type the shared mailbox address and select Add.

Outlook on the web

The steps are almost the same as new Outlook.

1. Sign in to Outlook on the web.
2. In the folder list, right-click Folders (or your name) and select Add shared folder or mailbox.
3. Type the shared mailbox address and select Add.

To work in the shared mailbox in its own tab instead, click your picture at the top right, select Open another mailbox, type the address and select Open. You only get new-email alerts for a shared mailbox when it is open in its own tab.

Send from the shared address

When you reply to an email in the shared mailbox, Outlook usually sends it from the shared address. For a new email, show the From field first. Your admin must have given you Send As or Send on Behalf permission.

1. Start a new email.
2. Show the From field: in new Outlook and on the web, select Options > Show From; in classic Outlook, select Options > From.
3. Select From and choose the shared address. If it is not listed, select Other email address and type it.

On your phone

The Outlook app on iPhone and Android can also show shared mailboxes you have access to. See Outlook on your phone and add the shared mailbox from the app’s account list.

Still stuck

WhatsApp our support team at +60 16-916 3324.

Common issues

My admin added me, but the shared mailbox is not in Outlook.

Close Outlook completely and open it again. Microsoft says it can take a few minutes, and sometimes up to an hour, for new access to reach Outlook. In Outlook on the web and new Outlook, add it yourself as described below.

I get an error that I do not have permission to send on behalf of the shared mailbox.

Opening the mailbox and sending from it are separate permissions. Ask your admin to give you Send As. If they have just done it, wait about an hour and try again.

Is there a separate password for the shared mailbox?

No. You open it with your own account. Microsoft recommends keeping sign-in to the shared mailbox itself blocked.

Related articles

• Create a shared mailbox in Microsoft 365 (sales@, info@)
• Add your Microsoft 365 email to classic Outlook for Windows
• Use Outlook on the web with your Microsoft 365 account
• Set up an out-of-office reply in Outlook for Microsoft 365