Adding a Shared Mailbox to the Outlook Desktop Client – Windows

If you would like to add your Shared Mailbox to your Outlook Desktop Client for Windows PC, please follow these steps for your version of Outlook.

Adding Your Shared Mailbox

 

Classic

Add a shared mailbox to Outlook

  1. To begin, open Outlook.
  2. Select the File tab on the ribbon, then select Account Settings > Account Settings.
  3. Select the Email tab.
  4. Make sure the correct account is highlighted, then choose Change. Outlook Account Settings window
  5. Click the More Settings button > Advanced > Add.
  6. Type in the name of your shared email address, such as OUSoonersClub2000@ou.edu Add Mailbox window with example email address entered
  7. Choose OK > OK.
  8. Choose Next > Finish > Close. Screenshot of Outlook application pointing to shared mailbox location

 

 

Send mail from the shared mailbox

  1. Open Outlook.
  2. Choose New Email.
  3. If you don't see the From field at the top of your message, choose Options > 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. Choose OK.
  6. Finish typing your message and then choose Send.

From now on when you want to send a message from your shared mailbox, the address will be available in your From 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 Outlook.
  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 dropdown box and choose your shared mailbox.
  4. Finish typing your message and then choose Send.

When you want to send a message from your shared mailbox, the address will be available in your From drop down list. Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.

 

Use the shared calendar

  1. Once you have added the shared mailbox, you can view its calendar by clicking into calendar view
  2. Now choose the shared mailbox.
  3. When you enter appointments, everyone who is a member of the shared mailbox will be able to see them.

Any member of the shared mailbox can create, view, and manage appointments on the calendar, just like they would their personal appointments. Everyone who is a member of shared mailbox can see their changes to the shared calendar.

 

New Outlook

Add a shared mailbox to Outlook

After your mailbox has added to the security group that has access to the shared mailbox, it should appear when you close and restart new Outlook. The shared mailbox should automatically display in your Folder pane. 

 

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 subfolder 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 From 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 dropdown 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 From drop down list. Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.

 

Additional Shared Mailbox Settings

Additional Information on adding and using a Shared Mailbox may be found here.

If you wish to configure an Automatic Reply for your Shared Mailbox, please see this article.

 

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Article ID: 187
Created
Sun 9/6/20 1:20 PM
Modified
Tue 4/16/24 4:04 PM