How to Add and Manage Shared Mailboxes in Outlook

Introduction

Shared mailboxes allow teams to collaborate on emails using a single mailbox. This guide explains how to add and manage shared mailboxes in Outlook.

Adding a Shared Mailbox (Desktop)

1. ​Open Outlook and click File > Account Settings > Account Settings.
2. Under the Email tab, select your account and click Change.
3. Click More Settings > Advanced > Add.
4. Enter the shared mailbox email address and click OK.
5. Restart Outlook to view the shared mailbox in the folder pane.

Adding a Shared Mailbox (Outlook Web)

1. Log in to Outlook Web.
2. Right-click Folders and select Add shared folder.
3. Enter the shared mailbox email address and click Add.
4. The shared mailbox will appear in your folder list.

Managing Permissions

1. Open the Microsoft 365 Admin Center (admin.microsoft.com).
2. Navigate to Groups > Shared Mailboxes.
3. Select the shared mailbox and click Manage Permissions.
4. Add or remove members and assign roles such as Full Access or Send As.

Conclusion

Shared mailboxes improve team collaboration, and managing them well ensures seamless communication.