Shared Mailbox

What is a shared mailbox?

A shared inbox in Microsoft 365 is a mailbox that multiple users can access and manage. It allows a group of people to send and receive emails from a common email address, making it easier to collaborate and manage communications. Shared inboxes are often used by teams or departments to handle customer inquiries, support requests, or any other type of group communication.

The two procedures noted below will work for the Outlook Desktop Client if you are running Outlook 2016 or newer, as well as the Outlook Web Client available at Office.com.

For these procedures to work you need to have access to the mailbox or it needs to be configured as a shared mailbox. If you have questions about this setup, please contact your LAN Admin or OIT Support Team.

How to request a shared mailbox

You can request a shared mailbox by filling out the form linked here

Use a shared mailbox in the Outlook Application

Once you are added to a shared mailbox and sign into your @siu.edu account through the outlook client, you should see the mailbox added to the inbox section in the mailbox navigation window.

Use a shared mailbox in the Outlook Web Portal

1. Click the “…” next to folders and select “Add shared folder or mailbox”

2. Type in the email address of the shared mailbox

3. The mailbox should appear amongst the inbox section in the mailbox navigation pane.

Send mail from the shared mailbox

1. Open Outlook or Outlook Web.
2. Choose New Email.
3. If you don’t see the From field at the top of your message, choose Options > From.
   1. Or click on the 3-dots near the top of your message window and click “Show From.”
4. Click From in the message, and change to the shared email address. If you don’t see your shared email address, choose Other email address and then type in the shared email address.
5. Choose OK.
6. Finish typing your message and then choose to Send. From now on when you want to send a message from your shared mailbox, the address will be available in your From drop-down list. Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.

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