How to Create a Shared Mailbox in Office 365
You can create as many shared mailboxes as you need, but each user you assign to the mailbox must have a Microsoft 365 subscription. To set up a shared mailbox:
How to Save Sent Email to the Shared Mailbox
When a user sends an email message from the shared mailbox, a copy of that message is saved to that user’s Sent Items folder, not to the shared mailbox. If you want to save these emails to the shared mailbox, you must edit the shared mailbox settings. To save sent email messages to the shared mailbox, complete the following steps:
How to Use the Shared Mailbox in Outlook 2016, Outlook 2013, and Outlook 2010
When you set up the shared mailbox, other users don’t have to do anything to display the shared mailbox in the desktop version of Outlook. The shared mailbox appears automatically in the Outlook sidebar. To send an email from the shared mailbox, complete the following steps:
How to Access the Shared Mailbox in Outlook on the Web
If you want to work with the shared mailbox in a web browser, you must manually add the mailbox. To add the shared mailbox to Outlook on the web, complete the following steps:
How to Add Shared Mailboxes to the Outlook Mobile App
If you want to access a shared mailbox from your smartphone or tablet, follow these steps:
What Is a Shared Mailbox in Office 365?
Every person assigned to an Office 365 shared mailbox has complete access to all the messages in it. Member users can read incoming emails, reply to messages, forward messages, and see how others have responded. When a team member responds to an email message from the shared mailbox, the email is sent from the shared address rather than the individual’s email address, so everyone’s information stays confidential. That said, shared mailboxes typically don’t have user names or passwords, creating some security concerns.
Why Use a Shared Mailbox?
Shared mailboxes are ideal for customer service or marketing departments that want incoming email messages to be answered by the next available team member. Shared mailboxes also come with a shared contact list and a shared calendar, so members of the group can create appointments in a central location that all members can see.
