How to add shared mailbox in outlook web
Welcome to our guide on how to add a shared mailbox in Outlook Web. Many organizations use shared mailboxes to efficiently manage email correspondence for departments, groups, or services. By sharing a mailbox, multiple people can access and send emails from the same email address. This is particularly useful for teams that need collaboration and a centralized email hub.
Adding a shared mailbox to your Outlook Web account is a fairly straightforward process. In this article, we will walk you through the necessary steps to set up and access a shared mailbox, so you can start managing emails together with your team.
Before we dive in, please note that it is essential to have the necessary permission from your organization’s IT administrator or the owner of the shared mailbox. Additionally, please ensure that you have the correct login credentials for the shared mailbox in order to proceed smoothly with the setup process.
Step-by-step Guide: How to Add Shared Mailbox in Outlook Web
Step 1: Open your web browser and visit the Outlook Web page. Log in to your account using your credentials.
Step 2: Once you are logged in, click on the settings icon (the gear-shaped icon) located at the top right corner of the screen. A dropdown menu will appear.
Step 3: In the dropdown menu, click on “View all Outlook settings” at the bottom of the menu. This will redirect you to the main settings page.
Step 4: In the settings page, go to the “Mail” section and click on the “Sync email” option.
Step 5: Under the “Sync email” option, click on the “Add a shared mailbox” link.
Step 6: A window will pop up where you need to enter the email address of the shared mailbox that you want to add. Type in the email address and click on the “Add” button.
Step 7: Outlook Web will validate the email address and if it is correct, the shared mailbox will be added to your account. You will now be able to access and manage emails in the shared mailbox.
Step 8: To switch between your primary mailbox and the shared mailbox, click on your profile picture or initials located at the top right corner of the screen. A dropdown menu will appear with the list of mailboxes you have access to. Simply select the shared mailbox to switch to it.
Step 9: Congratulations! You have successfully added the shared mailbox to your Outlook Web account. You can now collaborate and manage emails with your team or colleagues using the shared mailbox.
Note: Adding a shared mailbox in Outlook Web may require permission or access granted by the mailbox owner or administrator.
Section 1: Accessing Outlook Web
Using Outlook Web, you can easily access your shared mailbox. Here’s how to do it:
Step 1: Open your web browser
Launch your preferred web browser such as Google Chrome or Microsoft Edge.
Step 2: Go to the Outlook Web website
Enter the URL for the Outlook Web website (usually https://outlook.office365.com) into the address bar of your web browser and press Enter.
Step 3: Sign in to your Microsoft 365 account
Enter your Microsoft 365 email address and password in the respective fields on the sign-in page, then click the “Sign In” button.
Note: If you have enabled multi-factor authentication, you may need to provide additional verification.
Step 4: Switch to the shared mailbox
Once you’re signed in, locate your account name or profile picture in the top-right corner of the Outlook Web interface. Click on it to open a dropdown menu.
Select the shared mailbox you want to access from the dropdown menu. If you can’t see the shared mailbox listed, continue to the next step.
Step 5: Add the shared mailbox
In the dropdown menu, click on the “Add shared mailbox” option. Enter the email address of the shared mailbox in the provided field, and then click the “Add” button.
After adding the shared mailbox, you should see it listed in the same dropdown menu where your account name or profile picture is located. Click on the shared mailbox name to switch to it and start using it.
You have now successfully accessed your shared mailbox in Outlook Web.
Section 2: Finding Shared Mailbox
Once you’ve successfully logged in to Outlook Web, you can proceed to find and add the desired shared mailbox to your account.
Step 1: Accessing Mail Settings
Click on the settings gear icon located in the top-right corner of the Outlook Web interface. A drop-down menu will appear.
Select ‘View all Outlook settings’ at the bottom of the drop-down menu. The settings page will open in a new tab.
Step 2: Adding Shared Mailbox
In the settings page, navigate to the ‘Mail’ tab on the left-hand side. Then, click on the ‘Shared mailbox’ option.
Under the ‘Add a shared mailbox’ section, click on the ‘Add’ button.
A pop-up window will appear, asking you to provide the email address of the shared mailbox. Type in the email address and click ‘Add’. The shared mailbox will now be added to your account.
Note: You need to have the necessary permissions to access the shared mailbox. If you don’t have the required permissions, contact your system administrator.
Step 3: Viewing Shared Mailbox
To access the added shared mailbox, click on your profile icon located in the top-right corner of the Outlook Web interface. A drop-down menu will appear.
From the drop-down menu, select the shared mailbox under the ‘Open another mailbox’ section. The shared mailbox will open in a new tab.
You are now ready to start using the shared mailbox in Outlook Web.
By following these steps, you can easily find and add a shared mailbox to your Outlook Web account, allowing you to access and manage the shared mailbox’s emails and other functionalities.
Section 3: Adding Shared Mailbox
Adding a shared mailbox in Outlook Web allows you to access and manage emails in a mailbox that is shared among multiple users. Here’s how you can add a shared mailbox:
Step 1: Open Outlook Web
Launch your preferred web browser and go to the Outlook Web login page.
Step 2: Log in to your Account
Enter your email address and password to log in to your Outlook Web account.
Note:
If you have a Microsoft 365 or work/school account, use that account to sign in. Shared mailboxes are not available for personal Microsoft accounts.
Step 3: Access the Settings Menu
On the Outlook Web interface, click on the gear icon located at the top right corner to access the settings menu.
Step 4: Open Shared Mailboxes Settings
In the settings menu, select “View all Outlook settings” at the bottom of the pane.
Click on “Shared Mailboxes” under the “Settings” section to open the shared mailboxes settings.
Step 5: Add Shared Mailbox
Click on the “Add shared mailbox” button.
Step 6: Enter Shared Mailbox Email Address
In the “Add shared mailbox” dialog box, enter the email address of the shared mailbox you want to add.
Then, click on the “Add” button to add the shared mailbox to your Outlook Web account.
Step 7: Access the Shared Mailbox
Now, you can access the shared mailbox by expanding the mailbox list on the left-hand side of the Outlook Web interface. The added shared mailbox will appear under the “Folders” section.
By following these steps, you can easily add a shared mailbox to your Outlook Web account and conveniently manage shared emails.
Section 4: Managing Shared Mailbox
Once you have added a shared mailbox to your Outlook Web account, you can start managing it. Here are some common tasks you might need to perform for a shared mailbox:
| Task | Description |
|---|---|
| Replying to Emails | To reply to an email from the shared mailbox, simply open the email and click “Reply” or “Reply all” as needed. Your reply will be sent from the shared mailbox address. |
| Creating Folders | You can create folders to organize emails in the shared mailbox. Right-click the mailbox name in the left panel, select “New Folder”, and give it a name. |
| Moving Emails | To move emails to a specific folder within the shared mailbox, select the email(s), right-click, choose “Move”, and then select the desired folder. |
| Deleting Emails | To delete emails from the shared mailbox, select the email(s) and click the “Delete” button or press the “Delete” key on your keyboard. |
| Changing Email Settings | If you have the necessary permissions, you can modify the email settings for the shared mailbox, such as changing the display name, signature, or automatic replies. |
These are just some of the basic tasks you can perform when managing a shared mailbox in Outlook Web. The exact options and functionality may vary depending on your organization’s settings and permissions.
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