Create a Shared Mailbox and Add it to Outlook

An Office 365 tutorial by Peter Kalmström

Office 365 logoA shared mailbox allows a group of users to view and send e-mails from a common mailbox, and it does not require an Office 365 account of its own, which the personal mailboxes do.

The shared mailbox can provide a generic e-mail address for contacts with your company or organization, for example With a common e-mail address for all e-mails of the same kind, the e-mail management will become easier and more efficient.

In this tutorial Peter Kalmström, shows how to create a shared mailbox in Exchange Online and add it to a local Outlook and to Outlook Web Access.

Create a shared mailbox

  1. Open the Exchange Admin center.
  2. Click on 'recipients' and then on 'shared.
  3. Click on the plus sign to create a new shared mailbox.
  4. Fill out the display name and the first part of the e-mail address.
  5. Click on the plus sign to add the people or groups who should have access to the mailbox.
  6. Click on Save.
When a user has permission on a shared mailbox, it is often displayed in his/her Outlook automatically. If that does not happen, depending on profile and settings, the shared mailbox can be added manually.

If you only want to use the mailbox now and then, or temporarily, you can add it as Other User's Folder. When you often work with the mailbox it is better to add it as an Additional Mailbox, see below, or as an Additional Account, refer to  Set Up Outlook With Office 365.

Add to local Outlook as Other User's Folder

  1. Open the Outlook File tab and select Info >Account Settings >Account Settings.
  2. Click on Change.
  3. Click on More settings and then select the Advanced? tab.
  4. Click on,Add? and type in the name of the shared mailbox.
  5. Click on OK, Next and Finish.

Add to local Outlook as Additional Mailbox

  1. Open the Outlook,File? tab and select Info >Account Settings >Account Settings???
  2. Click on,Change.
  3. Click on,More settings? and then select the Advanced tab.
  4. Click on Add and type in the name of the shared mailbox.
  5. Click on OK, Next and Finish.

Add to Outlook Web App

  1. In the Outlook folders list, right click on the mailbox name and select Add shared folder.
  2. Start writing the name of the shared mailbox you want to add and select the correct option from the suggestions.
  3. Click on Add.

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