Adding a Shared Mailbox to Outlook

Issue/Question

How do I add a Shared Mailbox to Outlook? 
How do I send emails from a Shared Email Address? 

Environment

  • Outlook

Cause

I was granted access to a Departments Shared Email Inbox
I was granted access to send email's from another BHSU Email Address. 

Resolution

Shared Mailboxes are best used when multiple people need access to the same email address. Access to Shared Maillboxes can only be granted to BHSU accounts. If you do not currently have access to a Shared Mailbox and require it, please have your supervisor submit an IT Access Request form.

If you have been granted access, it may take our system up to 30 Minutes or so before it fully syncs up and recognizes the changes we've made. You may also need to sign out and back into your BHSU account.

+ Windows Outlook (Classic) 

Outlook Desktop App:

 

Read and Manage: The mailbox will show up automatically on the left side of Outlook below your normal folders (Inbox, Sent Items, etc.).

 

Sending:

 

  1. In Outlook, hit the “New Email” button to start a new message
  2. Flip over to the Options Tab at the top of the screen and select the From button in the Show fields section

  1. Now you should have a From button to the right of the Send button. Hit the from button 

4.       Select Other email address and type in the full email address of your shared mailbox in the window that pops up

  1. Now your email should show that it is coming from your shared mailbox address

 

After you do that the first time, the “From” button will stay by default and it will have the shared mailbox address autosaved so it won’t take nearly as long to send emails once you have it setup.

+ Outlook Web App

Outlook Web App – https://outlook.office365.com

  

Read and Manage:

  1. In the web app, on the left right click on the Folders header and select Add Shared Folder

  1. In the window that opens, type in the full address of your shared mailbox and then the mailbox will be below your normal set of folders (inbox, sent items, etc.)

 

Sending:

  1. Click the settings gear in the upper right corner
  2. Select View All Outlook Settings
  3. Make sure that Mail is selected on the left and click on Compose and Reply in the middle column
  4. Under the Message Format header, check the box to Always show From
  5. Click Save in the lower right corner and close out of the popup window

  1. Click the New mail button to start a new email
  2. Now you will have a From row. Click on the From button and select “other email address”
  1. Type in the full email address of your shared mailbox

  1. Now your email will say it is from your shared mailbox. When you go to send another, your From row will stay there and the shared mailbox will be remembered so it won’t take as long on future emails.

+ MacOS Outlook 

Outlook for Mac

 

Read and Manage and Sending

  1. Open Outlook for Mac, then on the top of the screen, select File from the menu bar
  2. Select Open and then Shared Mailbox from the drop-down menu

  1. A box will open up, type in the full email address of your shared mailbox and select the shared mailbox that shows up in the search
  2. Click add in the lower right of the pop up window

  1. Now the shared mailbox will show up on the left side of your Outlook below your normal folders (Inbox, Sent Items, etc.). You may need to click the arrow next to the mailbox name to expand it to see its inbox, sent items, etc.

 

  1. To send from the shared mailbox address, open a new message, the From row will have a drop down available and you can now select the new address so that email will come from the shared mailbox address.

 

end

Please submit a ticket if you need further assistance

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