How To Set Up A New Mailbox In Outlook

Open up and employ a shared mailbox in Outlook

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Last updated 15 July, 2022

A shared mailbox makes it easy for a group of people to monitor and send email from a public email alias similar info@contoso.com. When a person in the grouping replies to a message sent to the shared mailbox, the email appears to be from the shared address, non from the individual user. You lot can too apply the shared mailbox equally a shared team calendar.

A shared mailbox is not designed for direct log on though. The user account for the shared mailbox itself should stay in disabled state.

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Tip:Before you can use a shared mailbox, the Microsoft 365 admin for your organization has to create it and add y'all as a member. For more than information, see Create a shared mailbox, which describes what the admin needs to do.

Add a shared mailbox to Outlook

After your admin has added you as a member of a shared mailbox, close and so restart Outlook. The shared mailbox should automatically display in your Binder pane in Outlook.

Shared mailbox displays in Folder List in Outlook

What if it didn't work?

If your admin merely recently added you to a shared mailbox, it may take a few minutes before the shared mailbox appears. Expect a chip and and so close and restart Outlook again.
If that didn't work, then manually add the shared mailbox to Outlook:
1. Open Outlook.
2. Choose the File tab in the ribbon.
3. Choose Account Settings, and then select Account Settings from the menu.
4. Select the Email tab.
5. Make sure the correct business relationship is highlighted, so choose Modify.
6. Choose More than Settings >Advanced >Add.
7. Type the shared electronic mail accost, such as info@contoso.com.
8. Choose OK > OK.
9. Cull Next > Finish > Close.

Send mail from the shared mailbox

Open Outlook.
Choose New Email.
If you don't see the From field at the top of your message, choose Options > From.
Click From in the message, and change to the shared electronic mail address. If yous don't see your shared email address, choose Other email address and then type in the shared electronic mail address.
Choose OK.
Finish typing your message and and so choose Send.

From now on when you want to send a message from your shared mailbox, the address will exist available in your From driblet down listing.

Whenever you send a message from your shared mailbox, your recipients will merely see the shared email accost in the message.

Reply to postal service sent to the shared mailbox

Open Outlook.
Open up the email message you desire to reply to.
From field at the superlative of your bulletin, you should come across the name of your shared mailbox. If you don't, choose the From dropdown box and cull your shared mailbox.
Stop typing your message and so choose Send.

When you desire to transport a message from your shared mailbox, the address will be available in your From drop down list.

Whenever yous send a message from your shared mailbox, your recipients will just see the shared email accost in the message.

Apply the shared calendar

After your admin has added yous every bit a member of shared mailbox, close and so restart Outlook. The shared agenda associated with the shared mailbox is automatically added to your Calendars listing.

In Outlook go to calendar view, and choose the shared mailbox.
When you enter appointments, everyone who is a member of the shared mailbox volition be able to run into them.
Any member of the shared mailbox can create, view, and manage appointments on the calendar, just similar they would their personal appointments. Everyone who is a member of shared mailbox can encounter their changes to the shared calendar.

Use the shared contact list

After your admin has added you equally a member of shared mailbox, shut and and so restart Outlook. The shared contact listing associated with the shared mailbox is automatically added to your My Contacts listing.

In Outlook, cull People.
Under My Contacts, choose the contacts folder for the shared contacts listing.

Use a shared mailbox on a mobile device (phone or tablet)

To access a shared mailbox on a mobile device, use the following steps.

Sign in to your primary business relationship in Outlook for iOS or Android.
Tap the Add together Account button in the left navigation pane, then tap Add a Shared Mailbox.
If you lot have multiple accounts in Outlook Mobile, select the account that has permissions to access the shared mailbox.

Afterwards the account setup process completes, the shared mailbox will display in your account listing in Outlook for iOS or Outlook for Android.

To remove a shared mailbox, go to Settings > Accounts. Then tap on the shared mailbox and select Delete Business relationship.

Send automatic replies from a shared mailbox

Only your Microsoft 365 admin has permissions to set this up. For instructions, run across Create a shared mailbox.