Sometimes you may need access to a shared mailbox, such as one for enquiries or support, which can be shared among team members. This guide is for users on Microsoft 365 and covers how to add a shared mailbox in the new Outlook for Windows application.
Step 1 - Open the New Outlook Application
Launch the new Outlook for Windows application on your device and ensure you're signed into your Microsoft 365 account. This guide does not apply to the 'Classic' version.
Step 2 - Right click on Mailbox
In the sidebar, locate your mailbox email address and right click on the Add shared folder or mailbox option.
Step 3 - Enter the Shared Mailbox Name
In the popup window, type the name or email address of the shared mailbox you want to add. If it doesn't appear automatically, select Search Directory to find it.
Step 4 - Confirm and Add
Once you see the correct shared mailbox listed, select it and click Add.
Step 5 - Expand 'Shared with me'
You will need to scroll the left sidebar down to the bottom where you will find a folder called 'Shared with me' with an icon of two boxes intersecting.
Step 6 - Access the Shared Mailbox
From this list, you will see all Shared Mailboxes that you have added using the above steps. Once you click on the name of the mailbox that you want to access, you will be able to see all sub-folders for that mailbox such as Inbox, Drafts, Sent Items, etc.
Step 7 - Success!
You can now read, send*, and manage emails from this mailbox as needed. Remember that when you send emails from this shared mailbox, they will appear as coming from the shared mailbox address.
*if sending emails, ensure that you change the 'From' address in the email composer section.
Need Further Help?
If you're a Black Owl customer and require additional support, please raise a ticket with our support team. We’ll do our best to assist you. For users on non-Microsoft 365 services (e.g., Black Owl Hosting mail), this guide may not apply.
Last updated: 22 April 2025
