How to add a shared mailbox in Outlook

Shared mailboxes let a team work out of one inbox, like info@ or billing@, without sharing a password. Before you start, your admin needs to give your account Full Access to the mailbox. If you don’t see it after following these steps, that’s usually the missing piece.

Outlook on the web

1. Sign in at outlook.office.com.
2. In the folder list on the left, right-click Folders (or your name).
3. Choose Add shared folder or mailbox.
4. Type the shared mailbox address and click Add.

The mailbox shows up below your own folders. You may need to refresh the page.

New Outlook for Windows

1. In the folder pane, right-click Shared with me.
2. Choose Add shared folder or mailbox.
3. Enter the shared mailbox address and click Add.

Classic Outlook for Windows

In most cases you don’t need to do anything. Once you have Full Access, the mailbox appears automatically after you close and reopen Outlook. It can take up to an hour after access is granted.

If it still doesn’t appear:

1. Go to File > Account Settings > Account Settings.
2. Select your account and click Change, then More Settings.
3. On the Advanced tab, click Add, type the shared mailbox name, and click OK.

Outlook on iPhone or Android

1. Open Outlook and tap your profile icon, then the Settings gear.
2. Tap Add mail account, then Add a shared mailbox.
3. Choose your work account and enter the shared mailbox address.

Sending from the shared address

To send as the shared mailbox, start a new email and choose the shared address in the From field. If you don’t see a From field, look for it under Options or the … menu. Sending as the mailbox requires Send As permission, which your admin sets separately from Full Access.

Still stuck? If you’re a Matter of Technology client, submit a request and we’ll sort out the permissions for you.