A shared mailbox makes it easy for a group of people to monitor and send email from a public email address, like info@contoso.com. When a person in the group replies to a message sent to the shared mailbox, the reply appears to come from the shared address, not from the individual person. You can also use the shared mailbox as a shared team calendar.
Tip: Before you can use a shared mailbox, the Microsoft 365 admin for your organization has to create it and add you as a member. For more information, ask your admin to see Create a shared mailbox, which describes what the admin needs to do.
Add the shared mailbox so it displays under your primary mailbox
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.
Sign in to your account in Outlook on the web.
For Exchange Online mailboxes, right-click Folders in the left navigation pane, and then choose Add shared folder. For Exchange on-premises mailboxes, right-click the name of your primary mailbox (such as Molly Dempsey) in the left navigation pane, and then choose Add shared folder.
In the Add shared folder dialog box, type the name or email address of someone who has shared a mailbox with you, and then click Add. Or, type the name of the shared mailbox you are a member of, such as info@contoso.com.
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.
Receive notifications of new messages in a shared mailbox
Open the shared mailbox in a separate browser window
Use this method if you want to view and manage the email for the shared mailbox in its own browser window. This method also lets you receive notifications of new items in the Inbox of the shared mailbox.
Sign in to your account in Outlook on the web.
On the Outlook on the web navigation bar, click your name. A list appears.
Click Open another mailbox.
Type the email address of the other mailbox that you want to open, and then click Open. Another Outlook on the web session opens in a separate window, allowing access to the other mailbox.
Open and use a shared mailbox in Outlook
Tip: If you mistype the email address of the mailbox, the result is "No match was found". Try typing the email address again.
