Open and use a shared mailbox in Outlook on the web

If you want to monitor the email from your primary mailbox and the shared mailbox at the same time, use this method. 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.

  1. Sign in to your account in Outlook on the web.
  2. For Exchange Online mailboxes, right-click Folders in the left navigation pane, and then choose Add shared folder
  3. In the Add shared folder dialog box, type the email address of the shared mailbox, and then click Add.


The shared mailbox displays in your Folder list in Outlook on the web. You can expand or collapse the shared mailbox folders as you can with your primary 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.

  1. Choose New mail above the folder list. A new message form opens in the reading pane.
  2. At the top of the message, choose  choose   > Show From.


    At the top of the message, choose     > Show From


  3. This option shows you that the people who receive the email message will see it comes from the shared mailbox and not from your own email account.

  4. The first time you use the shared mailbox, you need to add the address to the options available in the From drop-down list:
    1. Right-click the From address and choose Remove.


      Right-click the From address and choose Remove


    2. Type the shared address. The next time you reply from the shared mailbox, its address will appear as an option in the From drop-down list.
  5. To add recipients, type the name of anyone who is in your contacts folder or organization’s address list, or type the email address in the To or Cc box. The first time you enter a person’s name, Outlook on the web searches for that person’s address. In the future, the name is cached so it resolves quickly.
  6. Type a subject.
  7. Type the message you want to send.
  8. When your message is ready to go, click Send.
The first time you reply to a message sent to the shared mailbox, you need to add the shared address to the From drop-down box. Here’s how to do that:
  1. Open Outlook on the web and go to your shared mailbox.
  2. Open a message that was sent to the shared address.
  3. Click Reply.
  4. At the top of the message, choose choose > Show From.


    At the top of the message, choose  > Show From.

  5. Right-click the From address and choose Remove.


    Right-click the From address and choose Remove.

  6. Type the shared address and send the message. The next time you reply from the shared mailbox, its address will appear as an option in the From drop-down list.

To set up a mail rule for a shared mailbox in Outlook on the web, follow these steps:

  1. First, you need to have full access permissions to the shared mailbox.
  2. Go to Outlook on the web and sign in with your own user account.
  3. Once you’re logged in, click on your profile picture at the top right corner of the page and then click on Open another mailbox.
  4. Type the email address of the shared mailbox and select Open. This should open the mailbox in another tab or window of your browser.
  5. Now within the shared mailbox, go to Settings (represented by the gear icon), then scroll down and select View all Outlook settings.
  6. Choose Mail followed by Rules.
  7. Click + Add new rule and define the conditions and actions for your desired rule. For example, you can set a rule to move all emails from a particular sender to a designated folder within the shared mailbox.
  8. After setting your conditions and actions, name your rule and save it.

Once these steps are completed and the rule is saved, it will automatically apply to all incoming mail that meets the criteria you’ve set for the shared mailbox. Remember, mail rules run in the order in which they are listed in the Rules section, so consider the sequence if you have multiple rules.

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