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Quick Answer

Once IT grants you access, restart Outlook and the shared mailbox will automatically appear at the bottom of your folder list.

How to Add a Shared Mailbox in Outlook ​

Applies to: Microsoft 365 (Outlook desktop, New Outlook, Outlook on the Web)
Article Type: How-To
Last Updated: 2026-03-09

Summary ​

A shared mailbox lets a group of people read and send email from a common address (e.g., [email protected]) without needing a separate license. If your admin has already granted you access, this article explains how to add the shared mailbox to your Outlook client.

Prerequisites ​

  • An admin must have granted you permission to the shared mailbox. You cannot add a mailbox you do not have access to.
  • A Microsoft 365 mailbox.

Instructions ​

1. Auto-Mapped Shared Mailbox (Most Common) ​

In most organizations, shared mailboxes appear automatically.

  1. Close and reopen Outlook.
  2. Look in the left folder pane — the shared mailbox should appear below your primary mailbox.
  3. If it does not appear within 30 minutes of being granted access, proceed to the manual method below.

2. Manually Add a Shared Mailbox in Classic Outlook ​

Add the mailbox through Account Settings if auto-mapping is disabled.

  1. Go to File > Account Settings > Account Settings.
  2. On the Email tab, select your email account and click Change.
  3. Click More Settings > Advanced tab.
  4. Click Add under Open these additional mailboxes.
  5. Type the name or email address of the shared mailbox and click OK.
  6. Click OK > Next > Finish > Close.
  7. The shared mailbox appears in your folder pane.

3. Open a Shared Mailbox in New Outlook ​

New Outlook uses a different approach to access shared mailboxes.

  1. Click your profile icon in the top-right corner.
  2. Click Open another mailbox.
  3. Type the shared mailbox email address and press Enter.
  4. The shared mailbox opens in a new browser tab or window.

4. Open a Shared Mailbox in Outlook on the Web ​

Access the shared mailbox through the web interface.

  1. Log in to https://outlook.office.com.
  2. Click your profile icon in the top-right corner.
  3. Click Open another mailbox.
  4. Type the shared mailbox email address and click Open.
  5. The shared mailbox opens in a new tab.

5. Send Email from a Shared Mailbox ​

Change the "From" address to send as the shared mailbox.

  1. Create a new email.
  2. Click From in the message header (if the From field is not visible, click Options > From).
  3. Click Other Email Address and type the shared mailbox address, or select it from the list.
  4. Compose your message and click Send.

Troubleshooting ​

INFO

If you recently received access to a shared mailbox, it may take up to 60 minutes for auto-mapping to take effect. Restarting Outlook can speed up the process.

Symptom / ErrorPotential CauseSolution
Shared mailbox not appearing in folder paneAuto-mapping not yet syncedClose and reopen Outlook. If still missing after 60 minutes, add the mailbox manually using the steps above.
"You don't have permission" errorAccess not yet granted by adminContact your IT administrator to verify that your account has been added to the shared mailbox.
Cannot send from the shared mailboxSend As permissions not grantedYou need Send As or Send on Behalf rights. Contact your IT administrator to enable this.