How to Add a Shared Mailbox in Outlook

What is a Shared Mailbox?

A shared mailbox is an email account that multiple people can access, such as:

• info@yourcompany.com.au
• sales@yourcompany.com.au
• support@yourcompany.com.au

Team members can read, reply to, and send emails from these addresses.

Adding a Shared Mailbox in Outlook Desktop

If IT has given you access, the mailbox may appear automatically. If not:

Step 1: Open Account Settings

• Open Outlook
• Click File > Account Settings > Account Settings

Step 2: Add the Mailbox

• Select your email account
• Click Change
• Click More Settings
• Click the Advanced tab
• Click Add under "Open these additional mailboxes"
• Type the shared mailbox name
• Click OK then Next then Finish

Step 3: Restart Outlook

Close and reopen Outlook. The shared mailbox should appear in your folder list.

Adding a Shared Mailbox in Outlook Web

Step 1: Open Shared Mailbox

• Go to outlook.office.com
• Right-click on Folders in the left sidebar
• Click Add shared folder
• Type the shared mailbox email address
• Click Add

The shared mailbox will appear in your folder list.

Sending Email from a Shared Mailbox

Outlook Desktop

• Click New Email
• Click From and select the shared mailbox
• If you don't see "From", click Options > From
• Compose and send your email

Outlook Web

• Open the shared mailbox folder
• Click New message
• The "From" address will automatically be the shared mailbox

Tips for Shared Mailboxes

Best practices:

• Agree on who handles which emails
• Use folders to organise messages
• Mark emails as read when actioned
• Communicate with your team about responses

Common issues:

• Cannot see the mailbox? Ask IT to check your access
• Cannot send from it? IT may need to add send-as permission

Need Help?

For shared mailbox setup, contact helpdesk@netlumait.com.au or call 1300 521 162.