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

Watch the steps

1. 1Classic Outlook adds the shared mailbox by itself
2. 2Advanced
3. 3New Outlook shows it at the bottom of the folder list
4. 4Add shared folder or mailbox
5. 5Continue
6. 6The shared mailbox now appears in your folder list
7. 7From
8. 8Options

Open a shared mailbox (sales@, info@) in Outlook (0:28)

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 and Outlook on the web

New Outlook and Outlook on the web share the same settings, so a shared mailbox you add in one also appears in the other. It shows at the bottom of the folder list.

If it is not there, add it yourself:

1. In Mail, right-click your own mailbox name in the folder list and select Add shared folder or mailbox.

   

2. In Add a shared email account, select Continue. Outlook opens Settings → Account → Shared with me.

3. Type the shared mailbox address, select it (or Use this address) from the list, and select Continue.

   

4. When you see Shared email account added, select Close, then close Settings.

The mailbox now appears at the bottom of your folder list.

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, use the From field. Your admin must have given you Send As or Send on Behalf permission.

In new Outlook and on the web, the From field is at the top of every new email:

1. Start a new email.
2. Select From and choose the shared address. If it is not listed, select Other email address and type it.

Classic Outlook hides the From field until you turn it on:

1. Start a new email.
2. On the Options tab, select … (more options), then From under Show Fields.
3. Select From and choose the shared address, or Other E-mail Address to 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.

See it in the steps

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