Open and Use a Shared Mailbox in Webmail

A shared mailbox or department mailbox is an email account that can be used by one person or multiple people. Users with permissions to a shared mailbox can send as or send on behalf of the mailbox email address. Below are instructions for using a shared mailbox in Outlook on the Web, aka Webmail.

There are a couple ways you can access a shared mailbox from Webmail. 

First Method:

The first way is to sign in to your account in Webmail and then click on your initials at the top right and select "Open another mailbox". Then type the email address of the shared mailbox you want to access and click Open. It will then open a new window with that mailbox.

Second Method:

The second way is helpful if you want to monitor your primary mailbox and the shared mailbox at the same time. 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 Webmail.

Right-click Folders in the left navigation pane, and then choose Add shared folder.

In the Add shared folder dialog box, type the name of the shared mailbox you are a member of, such as

The shared mailbox displays in your Folder list in Webmail. 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.

How to "Send As" Shared Mailbox Email Address

Click the From button to open the drop-down menu showing the email addresses you have available to "Send As". If the email address you're looking for isn't listed, click "Other email address" and then type in the full email address.

For a visual example from Microsoft on all these steps, please watch the video below.
Creation date: 7/14/2022 12:58 PM (      Updated: 8/9/2023 4:40 PM (
33.6 KB
50.9 KB
28.5 KB