How to Add a Shared Mailbox in Outlook: Quick Guide in 2026

A shared mailbox lets multiple people read and send emails from one address. You don’t need a separate password. Your admin sets it up, and you access it through your regular Outlook account.

This guide shows you exactly how to add and use a shared mailbox in Outlook across different platforms.

What Is a Shared Mailbox and Why Use One?

A shared mailbox is an email account that several team members can access. Think of it like a team inbox.

Common uses include:

• Support teams managing help@company.com
• Sales teams sharing sales@company.com
• Reception desks handling info@company.com
• Project teams coordinating work

Unlike forwarding or cc’ing everyone, a shared mailbox gives your team one central place to manage emails. Everyone sees what’s been answered. No duplicate replies. No confusion.

You don’t log in separately. The mailbox appears in your Outlook alongside your personal inbox once it’s added.

Before You Start: What You Need

Your IT admin must create the shared mailbox first and give you permission. You cannot create one yourself.

You need:

• An active Microsoft 365 or Exchange account
• Permission to access the specific shared mailbox
• Outlook installed (desktop, web, or mobile)

If you don’t have access yet, contact your IT department. They handle this in the Microsoft 365 admin center.

How to Add a Shared Mailbox in Outlook Desktop (Windows)

Outlook for Windows usually adds shared mailboxes automatically within 10 to 60 minutes after your admin grants permission. But sometimes you need to add it manually.

Automatic Method (Most Common)

Step 1: Close and restart Outlook completely.

Step 2: Wait a few minutes for Outlook to sync.

Step 3: Look in your folder pane on the left. The shared mailbox should appear below your main account.

If it doesn’t appear after an hour, try the manual method below.

Manual Method

Step 1: Open Outlook on your Windows computer.

Step 2: Click File in the top menu.

Step 3: Click Account Settings, then select Account Settings again from the dropdown.

Step 4: Select your email account from the list.

Step 5: Click Change.

Step 6: Click More Settings.

Step 7: Go to the Advanced tab.

Step 8: Click Add under “Open these additional mailboxes.”

Step 9: Type the shared mailbox email address exactly. For example: support@yourcompany.com

Step 10: Click OK, then Next, then Finish.

Step 11: Restart Outlook.

The shared mailbox now appears in your folder list.

Troubleshooting Desktop Addition

If the mailbox still doesn’t appear:

• Verify your admin gave you “Full Access” permission
• Check you typed the email address correctly
• Make sure you’re connected to the internet
• Try removing and re-adding your entire Outlook profile
• Wait up to 24 hours for permission changes to sync

How to Add a Shared Mailbox in Outlook for Mac

Mac users follow a different process.

Step 1: Open Outlook for Mac.

Step 2: Right-click your account name in the folder pane.

Step 3: Select Add Shared Folder.

Step 4: Type the shared mailbox email address.

Step 5: Click Add.

The shared mailbox appears under your account within a few seconds.

If it doesn’t work, your admin may not have granted permission yet. Contact them to verify access.

How to Add a Shared Mailbox in Outlook Web (Browser)

Outlook on the web automatically shows shared mailboxes you have permission to access. No manual addition needed.

Step 1: Go to outlook.office.com and sign in.

Step 2: Look at your folder pane on the left.

Step 3: Scroll down below your personal folders.

The shared mailbox appears automatically if you have access. You might see it listed with its email address or display name.

Opening the Shared Mailbox in a Separate Window

You can open a shared mailbox in its own browser tab for easier management.

Step 1: Right-click the shared mailbox name in your folder pane.

Step 2: Select Open in separate window.

A new tab opens showing only that mailbox. This helps when you manage multiple shared mailboxes.

How to Add a Shared Mailbox in Outlook Mobile

The Outlook mobile app for iOS and Android handles shared mailboxes differently.

For iOS (iPhone/iPad)

Step 1: Open the Outlook app.

Step 2: Tap your profile picture in the top left.

Step 3: Tap Add Account.

Step 4: Select Add Email Account.

Step 5: Enter the shared mailbox email address.

Step 6: Tap Continue.

Step 7: When prompted for a password, use your own account password (not a separate one).

The shared mailbox appears in your account list.

For Android

Step 1: Open the Outlook app.

Step 2: Tap the menu icon (three lines) in the top left.

Step 3: Tap the settings icon (gear).

Step 4: Tap Add Account.

Step 5: Enter the shared mailbox email address.

Step 6: Continue through the prompts using your regular account credentials.

Note: Some organizations restrict shared mailbox access on mobile devices. If you get an error, check with your IT team about mobile access policies.

Understanding Shared Mailbox Permissions

Different permission levels control what you can do with a shared mailbox.

Permission Type	What You Can Do
Full Access	Read, send, and delete emails; manage folders
Send As	Send emails that appear from the shared mailbox address
Send on Behalf	Send emails showing “Your Name on behalf of Shared Mailbox”
Read Only	View emails but cannot send or delete

Most users get Full Access and Send As permissions together. This lets them work in the mailbox like it’s their own.

Your admin controls these permissions in the Microsoft 365 admin center. You cannot change your own permissions.

How to Send Email from a Shared Mailbox

Once added, sending from the shared mailbox is simple.

In Outlook Desktop

Step 1: Click New Email.

Step 2: Click From in the message header. If you don’t see it, click Options tab, then Show From.

Step 3: Select the shared mailbox email address from the dropdown.

Step 4: Compose and send your email normally.

The recipient sees the email came from the shared mailbox, not your personal account.

In Outlook Web

Step 1: Click New message.

Step 2: Click the three dots (…) in the compose window.

Step 3: Select Show From.

Step 4: Click From and choose the shared mailbox address.

Step 5: Send your email.

Setting Default Send-From Address

If you primarily work in a shared mailbox, you can make it your default sending address.

In Outlook Desktop:

Step 1: Go to File > Options > Mail.

Step 2: Scroll to Send messages.

Step 3: Check Always use the default account.

Step 4: In the compose window, always select the shared mailbox in the From field first.

Outlook remembers your last-used From address for future emails.

Managing Folders and Rules in Shared Mailboxes

You can organize shared mailboxes just like your personal inbox.

Creating Folders

Step 1: Right-click the shared mailbox name or its Inbox.

Step 2: Select New Folder.

Step 3: Name the folder (like “Urgent” or “Pending”).

Step 4: Click OK.

Everyone with access sees these folders. This helps teams organize work together.

Setting Up Rules

Rules automatically sort incoming emails in a shared mailbox.

Step 1: Right-click an email in the shared mailbox.

Step 2: Select Rules > Create Rule.

Step 3: Set your conditions (like emails from a specific sender).

Step 4: Choose an action (move to folder, flag, etc.).

Step 5: Under “Select folder,” choose a folder in the shared mailbox, not your personal folders.

Step 6: Click OK.

Rules help distribute work automatically. For example, route all emails with “urgent” in the subject to an Urgent folder.

According to Microsoft’s documentation, rules in shared mailboxes apply to all incoming mail regardless of who accesses it.

Common Issues and Solutions

Shared Mailbox Not Appearing

Problem: You have permission but don’t see the mailbox.

Solutions:

• Wait 60 minutes after permission is granted
• Restart Outlook completely
• Run Outlook in online mode (not cached)
• Check your internet connection
• Verify with your admin that Full Access permission was granted
• Remove and re-add your Outlook profile

Cannot Send from Shared Mailbox

Problem: You can read emails but cannot send.

Solutions:

• Ask your admin to grant “Send As” permission
• Clear your Outlook credential cache
• Sign out and back into Outlook
• Check if the shared mailbox has a valid license (some require it for sending)

Shared Mailbox Shows Wrong Name

Problem: The display name is incorrect or shows an email address instead.

Solutions:

• Ask your admin to update the display name in Microsoft 365 admin center
• Close and reopen Outlook after changes
• Clear the Outlook autocomplete cache

Mobile App Won’t Connect

Problem: Shared mailbox won’t add on your phone.

Solutions:

• Verify your organization allows mobile access to shared mailboxes
• Use Outlook web on your mobile browser instead
• Update the Outlook mobile app to the latest version
• Check with IT about conditional access policies

Emails Sync Slowly

Problem: New emails take a long time to appear.

Solutions:

• Shared mailboxes sync less frequently than personal inboxes by default
• Click Send/Receive to manually refresh
• Check your sync settings in Account Settings > Send/Receive Groups
• Use Outlook web for real-time access

Best Practices for Using Shared Mailboxes

Communicate with your team. Let others know when you’re handling an email to avoid duplicate responses.

Use categories or flags. Mark emails you’re working on so teammates know the status.

Create a folder structure everyone understands. Agree on naming conventions like “Completed,” “In Progress,” or “Needs Review.”

Don’t delete emails others might need. Move them to an archive folder instead.

Set up automatic replies carefully. Out-of-office messages in shared mailboxes affect all incoming mail, not just yours.

Review sent items regularly. Everyone’s sent emails appear in the shared Sent Items folder. This maintains transparency.

Use signatures consistently. Create a signature that includes the team name or department, not just your personal name.

Shared Mailbox vs Distribution List vs Microsoft 365 Group

People often confuse these three options. Here’s how they differ:

Feature	Shared Mailbox	Distribution List	Microsoft 365 Group
Shared inbox	Yes	No	Yes
Shared calendar	No	No	Yes
Shared files	No	No	Yes
Members send as one address	Yes	No	Yes
Requires license	No (up to 50GB)	No	Yes
Best for	Email-only teams	Simple email forwarding	Full collaboration

Choose a shared mailbox when you only need shared email management without collaboration features like shared documents or calendars.

The Microsoft 365 admin documentation provides additional context on when to use each option.

Removing Access to a Shared Mailbox

If you no longer need a shared mailbox in your Outlook:

In Outlook Desktop

Step 1: Right-click the shared mailbox name.

Step 2: Select Remove [mailbox name].

This only removes it from your view. Your admin must remove your actual permission if you shouldn’t have access anymore.

In Outlook Web

You cannot manually remove shared mailboxes from Outlook web. They disappear automatically when your admin removes your permission.

In Outlook Mobile

Step 1: Tap the menu icon.

Step 2: Tap and hold the shared mailbox account.

Step 3: Select Remove Account.

Advanced: Automating Shared Mailbox Workflows

Power users can enhance shared mailbox efficiency with advanced features.

Using Quick Steps

Quick Steps perform multiple actions with one click.

Step 1: In Outlook Desktop, go to the Home tab.

Step 2: Click Create New in the Quick Steps section.

Step 3: Name your Quick Step (like “Move to Completed”).

Step 4: Add actions: move to folder, mark as read, categorize, etc.

Step 5: Click Finish.

Now one click executes all those actions on any email.

Power Automate Integration

Connect your shared mailbox to Power Automate (formerly Microsoft Flow) for advanced automation.

Examples:

• Auto-create tasks in Planner when emails arrive with specific keywords
• Log all incoming emails to a SharePoint list
• Send notifications to Teams when urgent emails arrive

This requires some technical setup but dramatically improves team efficiency for high-volume shared mailboxes.

Shared Mailbox Storage Limits

Free shared mailboxes (without a license) have a 50GB storage limit. This is usually enough for most teams.

If you exceed 50GB:

• Delete old emails you don’t need
• Archive important emails to personal folders
• Ask your admin to assign an Exchange Online Plan 2 license to the mailbox (increases limit to 100GB)
• Export old data to PST files

Check current usage in Outlook web by right-clicking the mailbox and selecting Data Management. This shows your storage consumption.

Summary

Adding a shared mailbox in Outlook gives your team a centralized way to manage emails together. The process is straightforward once your admin grants permission.

For most users, the mailbox appears automatically in Outlook Desktop and Outlook web. Mac users and those needing manual addition follow simple steps to add the mailbox by email address.

Remember these key points:

• Your admin must grant permission first
• Desktop Outlook usually auto-adds within an hour
• Web Outlook shows shared mailboxes automatically
• Mobile apps require manual addition
• You can send, organize, and manage emails just like your personal inbox
• Different permission levels control what you can do

Start by confirming you have the right permissions, then follow the steps for your specific Outlook version. The shared mailbox becomes part of your daily workflow immediately.

Frequently Asked Questions

Can I access a shared mailbox without adding it to Outlook?

Yes. In Outlook web, you can access any shared mailbox you have permission for by typing the address in your browser: outlook.office.com/mail/mailboxname@company.com. Replace “mailboxname@company.com” with the actual shared mailbox address. This opens it directly without adding it to your folder pane.

Do I need a separate password for a shared mailbox?

No. Shared mailboxes don’t have passwords. You access them using your own account credentials. Your admin grants permission, and the mailbox appears in your Outlook automatically. This is different from a regular user mailbox where someone would need to log in separately.

How many shared mailboxes can I add to Outlook?

There’s no official limit on how many shared mailboxes you can add. However, performance may slow down if you add too many (generally more than 10). Each mailbox syncs separately, which uses system resources. If you need access to many shared mailboxes, consider using Outlook web where you can open them on demand rather than syncing all simultaneously.

Why does my sent email show my name instead of the shared mailbox?

You likely have “Send on Behalf” permission instead of “Send As” permission. With “Send on Behalf,” emails show “Your Name on behalf of Shared Mailbox.” Ask your admin to grant “Send As” permission if you need emails to appear only from the shared mailbox address without your name mentioned.

Can I set automatic replies for a shared mailbox?

Yes, but only admins can configure automatic replies (out-of-office messages) for shared mailboxes. They do this in the Microsoft 365 admin center under the shared mailbox settings. Regular users cannot set automatic replies for shared mailboxes from Outlook. This prevents team members from accidentally enabling replies that affect everyone’s incoming mail.