A shared mailbox allows multiple people to read and send email using a common address, such as support@company.com.
You will need:
Access to Outlook on the web
Permission to use the shared mailbox
The shared mailbox’s name or email address
If you do not have permission, contact your IT support team or Microsoft 365 administrator.
Use this option when you want the shared mailbox to remain visible alongside your personal mailbox.
Sign in to Outlook on the web.
In the left navigation pane, right-click Folders.
Select Add shared folder or mailbox.
Enter the name or email address of the shared mailbox.
Select the mailbox from the search results, then select Add.
The shared mailbox will appear in the left navigation pane. Select the arrow beside it to display its folders.
The mailbox should remain available whenever you sign in to Outlook on the web.
Use this option when you want to manage the shared mailbox separately or receive browser notifications for its new messages.
Sign in to Outlook on the web.
Select your profile picture or initials in the upper-right corner.
Select Open another mailbox.
Enter the shared mailbox’s name or email address.
Select the mailbox from the search results, then select Open.
The shared mailbox will open in a separate browser window or tab.
The mailbox does not appear in the search results
Check that you entered the correct email address.
Confirm that your IT administrator has granted you access.
Sign out and back in after access has been granted. Permission changes may take time to appear.
You can open the mailbox but cannot send from it
You may have permission to read the mailbox but not permission to send from it. Ask your IT administrator to confirm that you have Send As or Send on Behalf permission.
You are not receiving new-message notifications
Open the shared mailbox in a separate browser window using Option 2. Microsoft advises that this is required for notifications from the shared mailbox’s Inbox.
You want to remove the mailbox
Right-click the shared mailbox in the left navigation pane and select Remove shared folder. This removes it from your view but does not delete the mailbox.
For further guidance, see Open and use a shared mailbox in Outlook on Microsoft Support.