This guide will help you to access and use Shared Mailboxes within Outlook on the web.

Introduction to shared mailboxes in Outlook on the web

A shared mailbox makes it easy for a group of people to monitor and send email from a central email address, such as support@pmc.com or sharedmailbox@example.com. When a person in the group replies to a message sent to the shared mailbox, the reply appears to come from the shared address, not from the individual person.

Previously, we would ‘share’ a mailbox by setting up another email account and sharing the log-in details to whoever needed to access that mailbox. It was un-sophisticated because you would have to log out and log back in to get between the mailboxes. In the new O365 Outlook, shared mailboxes are a special type of mailbox that can be ‘attached’ to your (and others) primary email account. Thus allowing you to access it when logged in with your normal account.

Once IT has made a shared mailbox available to you, you can:

• Add the shared mailbox as a folder in your folder list so you can easily see messages in that mailbox. See ‘Add a shared mailbox to your folder list’ below.
• Send messages from the shared mailbox email address. See ‘Sending an email from shared mailbox’ below.

Add a shared mailbox to your folder list

If you want to be able to easily monitor email from your primary mailbox and the shared mailbox at the same time, use the following method.  You will only have to follow these steps to set this up once.

Tip: Before you can use a shared mailbox, the IT Team has to create it and add you as a member.  To request access to a shared mailbox please open a request at helpdesk.pmc.com.

STEP 1

Sign in to your account in Outlook on the web – outlook.office.com

STEP 2

In the main email screen, right-click on Folders in the left panel, and then choose Add shared folder.

STEP 3

In the Add shared folder dialog box, type the name or email address of the shared mailbox you have access to view, and select it from the list of results.

(Tip: If someone has shared their mailbox with you this is also how you can add their mailbox to your folder list – just search for their name / email address).

STEP 4

Once you have selected the mailbox, click Add.

STEP 5

The shared mailbox displays in your Folder list (left-side panel) in Outlook on the web. You can expand or collapse the shared mailbox folders as you can with your primary mailbox.

After you complete this task, the shared mailbox and its folders are displayed in the left navigation pane each time you open Outlook on the web. You do not need to add the shared mailbox again, unless you choose to remove the mailbox.

Removing a shared mailbox

You also can remove the shared mailbox from your Folder list. To remove it, right-click the shared mailbox, and then click Remove shared folder 

Sending an email from shared mailbox

These steps show you how to send an email from the shared mailbox. The mailbox user must have appropriate permissions to send from the mailbox. If you need permissions to send from a shared mailbox, please log a ticket at helpdesk.pmc.com.

Note: This process of changing the outbound email address will also apply to users who may have multiple email addresses. For example if you have a @tvline.com address and a @pmc.com address then you would toggle between them using this method.

STEP 1

In Outlook on the web, choose New message above the folder list. A new mail window opens in the reading panel.

STEP 2

At the top of the message, choose the ellipses […] icon

And select Show From.

This will display the “From” field and shows you who the recipient will see the email arriving from.

By default, the “From” field is not enabled. The first time you wish to send from the shared mailbox, you need to enable this field in order to change which mail box you are sending from.

STEP 3

To change ‘From’ email address to the shared mailbox email address, right-click the From address. A dropdown list will show with email address options.

If you see the shared mailbox email address you want to use in the list, simply select it and you’re set!

OR

If you don’t see the shared mailbox email address you want in the list, select Other email address and type in the shared mailbox email address.

The next time you want to change the ‘From’ email address, the shared mailbox email address that you previously added will appear as an option in the From dropdown list.

Note: You must have permissions to send as the shared mailbox. If you are unsure if you have these permissions please open a helpdesk ticket at helpdesk.pmc.com.

STEP 4

Complete your email and send it. Recipients will see the email as coming from the ‘From’ address you have set.

More Info / Related Info

If you have any questions on how to use Outlook, please check out the Email Migration Documentation Hub where you can search and browse helpful documents and guides such as Outlook Webmail – Basic usage guide or Differences between Outlook webmail and Gmail.