Shared Mailbox in Outlook: How to Share Yours and How to Access Another Person’s Mailbox!

Shared mailbox in Outlook is an excellent way to collaborate with your team within an organization. Outlook also makes it very easy to do so. A shared mailbox is exactly what it sounds; a mailbox that you can share and give access to others. It is helpful for email accounts that are not personal and are like public email aliases, such as [email protected] You can share the inbox for this account with all your staff in the support, so everyone can see the emails being received and sent and work in a collaborative manner. 

Shared Mailbox In Outlook

This article will discuss how to share your mailbox with other persons you want and how to view others mailboxes if you are in their shared list.

It’s important to note that a shared mailbox in Outlook doesn’t have its own login credentials. If you want to access a shared mailbox that you have been granted access to, you simply have to login with your own credentials.

How to Share a Mailbox in Outlook

If you are an admin and wants to assign access to certain members in your organization for a shared mailbox, follow the steps below.

If your organization uses hybrid exchange environment, the best way to share a mailbox is through on-premises Exchange admin center (EAC):

1. Login with your admin credentials
2. Go to Recipients > Shared > Add +
3. Fill in the required fields – the display name and the email address
4. To grant full access or send as permissions, click Add +
5. You can use CTRL key to select multiple users

To modify the recipients of a shared mailbox in Outlook, go to:

1. Recipients > Shared > Edit
2. Click “Mailbox delegation”
3. Click Remove –

How to see other persons mailbox that you have been assigned access to?

If you have been given access to a mailbox, it should automatically show up in your folder pane at the left side of Outlook. If it doesn’t, restart Outlook.

If you still cannot see, there’s also a way to manually open the shared mailbox in Outlook that you are member of:

1. Go to File tab in Outlook
2. Account Settings and then open “Account Settings” from the menu
3. Go to “Email” tab, select the correct email account > Click ‘Change’
4. Choose more settings > Advanced > Add
5. Type the email address of the shared mailbox if you know it.
6. Choose “OK”

What you will be able to do within a shared mailbox depends on the permissions the admin has set for you. “Full Access” users can act as if they are owner of the mailbox; they can read, view, delete, and even change email addresses. “Send as” permission only allows sending an email from the shared mailbox.

Hopefully, the brief introduction to shared mailbox in Outlook will help you set up with your own or use a shared mailbox that you are a member of.