How to Add a Shared Mailbox in Outlook (Classic, New Outlook, Web, Mac and Mobile)

Updated on October 27, 2026 by Savita Sharma

Summary: A shared mailbox lets a team read and send email from one common address, such as support@ or sales@, without sharing a password. This guide shows how to add a shared mailbox in every version of Outlook (classic, new Outlook, Outlook on the web, Mac and mobile), how to send from it, how admins create one, and what to do when it does not show up. You will also learn how to back up a shared mailbox and how to recover data if the Outlook data file is damaged.

What Is a Shared Mailbox?

A shared mailbox is a special mailbox in Microsoft 365 (formerly Office 365) and Exchange that several people can open at the same time. Members can read incoming messages and reply from the shared address, and many teams also use its shared calendar. It has no password of its own, so nobody signs in to it directly. Access is given by an administrator.

Before You Add a Shared Mailbox in Outlook

Make sure these requirements are met:

• The shared mailbox has been created by your Microsoft 365 or Exchange administrator.
• You have been added as a member with the right permissions:
  • Full Access lets you open and read the mailbox.
  • Send As or Send on Behalf lets you send email from it. Without one of these, you can read but not send.
• Outlook is signed in to your Microsoft 365 or Exchange Online account. Shared mailboxes cannot be added to POP or IMAP accounts.
• After you are added, close and restart Outlook. Permissions can take some time to take effect, so if the mailbox is not there yet, wait a while and try again.

Which Method Should You Use?

Method 1: Let Outlook Add It Automatically (Automapping)

In classic Outlook for Windows, a shared mailbox is usually added for you after the administrator grants you Full Access. This is called automapping.

1. Ask your admin to confirm you have been added to the shared mailbox.
2. Close Outlook completely and open it again.
3. Look in the folder pane. The shared mailbox should appear under your primary mailbox.

If it does not appear, the admin may have turned automapping off, or the permissions may not have taken effect yet. Use the manual method below.

Method 2: Add a Shared Mailbox Manually in Classic Outlook

1. Open Outlook and go to File.
2. Click Account Settings, then Account Settings again.
3. On the Email tab, select your Microsoft 365 or Exchange account.
4. Click Change.
5. Click More Settings, then open the Advanced tab.
6. Under Open these additional mailboxes, click Add.
7. Type the name or email address of the shared mailbox and click OK.
8. Click OK, then Next, then Finish, and Close.
9. Restart Outlook. The shared mailbox now appears under your primary mailbox.

Tip: On the Advanced tab you can also choose whether to Download shared folders. Turning it on keeps a cached copy for faster access and offline use, but it uses more disk space and makes the Outlook data file larger.

Method 3: Add a Shared Mailbox in New Outlook for Windows

1. Close and restart new Outlook after the admin adds you.
2. Select Mail in the navigation pane.
3. In the folder pane, choose Add shared folder or mailbox.
4. Type the shared mailbox name or address, select it from the results and click Add.
5. The shared mailbox appears under your folders.

In new Outlook you can also go to Settings > Accounts > Shared with me. If your admin set up automapping, the mailbox is listed there. You can select Convert to use it as a full account, or Use as shared folder to switch it back. Adding it as an account needs Full Access permission. Some features, such as contacts in People or add-ins, may not work the same way for shared mailboxes in new Outlook, so check Microsoft's current notes if you rely on them.

Method 4: Add a Shared Mailbox in Outlook on the Web

1. Sign in to Outlook on the web with your work or school account.
2. In the folder pane, right-click Folders (or use the three-dot menu) and choose Add shared folder or mailbox.
3. Type the shared mailbox address and click Add.
4. The shared mailbox appears in the folder list. Menu wording can differ slightly.

To send from it, create a new message, open the three-dot menu, choose Show From, and select the shared mailbox in the From field.

Method 5: Add a Shared Mailbox in Outlook for Mac

Outlook for Mac does not support automapping, so the shared mailbox has to be opened manually. In most versions, go to File > Open > Shared Mailbox, enter the shared mailbox address and click Open. Menu names vary a little between versions. Your mailbox and the shared mailbox both need to be in Exchange Online.

Method 6: Add a Shared Mailbox in Outlook Mobile (Android and iPhone)

1. Open the Outlook app and sign in with your account.
2. Go to Settings > Add Account > Add a Shared Mailbox.
3. Select or enter the shared mailbox and confirm.

Mobile support needs both your mailbox and the shared mailbox in Exchange Online. If you do not see the option, ask your admin.

How to Send Email from a Shared Mailbox

1. In Outlook, click New Email.
2. If you do not see the From field, click Options > From (in new Outlook or on the web, use the three-dot menu and choose Show From).
3. Click From and select the shared mailbox. If it is not listed, choose Other Email Address and type the shared mailbox address.
4. Add the recipients, subject and message, then click Send.

The shared mailbox address will appear as the sender. If you get an error such as "You do not have permission to send as this user," ask your admin to give you Send As or Send on Behalf permission.

Where do sent emails go? By default, a message you send from a shared mailbox is often saved in your own Sent Items, not in the shared mailbox's Sent Items. Admins can change this so that a copy is also saved in the shared mailbox, which helps teams see replies. Ask your admin if your team needs this.

How to Remove a Shared Mailbox from Outlook

• Classic Outlook: Go to File > Account Settings > Account Settings > select your account > Change > More Settings > Advanced, select the shared mailbox under Open these additional mailboxes, click Remove, then OK, Next and Finish. If it was automapped, ask the admin to remove your access or turn off automapping, or it may come back.
• New Outlook and Outlook on the web: Right-click the shared mailbox in the folder pane and choose the option to remove it.

For Admins: How to Create a Shared Mailbox in Microsoft 365

You need a Global Administrator or Exchange Administrator account.

1. Sign in to the Microsoft 365 admin center.
2. Go to Teams & groups > Shared mailboxes (you can also use the Exchange admin center).
3. Click Add a shared mailbox.
4. Enter a name for the mailbox. The email address is created from the name, and you can edit it if needed.
5. Click Save changes. It may take a short time before you can add members.
6. Under Next steps, click Add members to this mailbox.
7. Click Add members, select the people who should use the mailbox, and click Save.
8. Click Close.

If you see a message saying you do not have permission to open the page, you are not signed in as an administrator. Members added here normally get the access they need to read and send from the mailbox. For finer control (for example Send on Behalf instead of Send As), use the Exchange admin center. Shared mailboxes generally do not need their own license up to a size limit (around 50 GB, as far as we know).

Troubleshooting: Shared Mailbox Not Showing or Not Working

• The mailbox does not appear. Restart Outlook, wait a while after the admin grants access, and then add it manually (Method 2 or 3).
• It appears but is empty or slow. Wait for the first sync to finish. If you use cached mode, check the Download shared folders setting and your sync settings.
• You cannot send from it. You probably need Send As or Send on Behalf permission. Ask your admin.
• Outlook keeps asking for a password. Restart Outlook and your computer. See How to Change Your Outlook Password for the steps to update saved credentials.
• The mailbox keeps coming back after you remove it. It is automapped. Ask the admin to turn automapping off for you.
• A feature is missing in new Outlook. Some shared mailbox features, such as contacts or add-ins, work differently when it is opened as a shared folder or account. Check Microsoft's current guidance.
• Search does not find messages. Rebuild the search index (File > Options > Search > Indexing Options > Advanced > Rebuild).

For error codes and other Outlook problems, see the Outlook Errors Fix Guide.

Shared Mailbox Emails Missing or Outlook Data File Errors?

In classic Outlook, mailbox data (including a cached shared mailbox) is stored in an offline data file (OST), and you may also keep exported PST backups. If that file becomes damaged after a crash, a forced shutdown or a failed sync, you may see missing emails, folders that will not open, or errors when Outlook starts.

First try the simple fixes: clear filters, check rules and the sync settings, and create a new profile. See Outlook Emails Disappeared? How to Find and Recover Missing Emails for the full list. If your data file itself is corrupt, the Regain Outlook Recovery Tool can scan it and recover what is stored inside.

How to recover data with Regain Outlook Recovery Tool:

1. Close Outlook. Download, install and launch the Regain Outlook Recovery Tool as an administrator.
2. Click Add Outlook Files and select the damaged PST or OST file.
3. Wait for the scan, then browse the folders in the tree structure and check the emails in the preview panel.
4. Click Export, choose a saving format (for example PST, EML, MSG or MBOX) and set any optional filters.
5. Click Convert Now.
6. Open the recovered PST in Outlook (File > Open & Export > Open Outlook Data File) to check your emails.

Please note: The tool recovers what is stored inside the data file you scan. It does not add shared mailboxes or change permissions, and it cannot restore items that exist only on the server and were never stored in the file. For server-side items, ask your admin about recovery options in Microsoft 365. If your data is in an OST file, you can also use OST File Recovery or the OST to PST Converter.

Back Up a Shared Mailbox Before Something Goes Wrong

Shared mailboxes often hold customer emails and company records, and a mistake in permissions or a deleted item can cause data loss. A backup on your own disk gives you a copy you control.

The Regain Office 365 Backup Tool lets you back up Microsoft 365 mailboxes to your computer in several file formats, including PST. You can open the PST backup in Outlook, and the tool offers a split option to keep each PST file at a manageable size. A free trial is available so you can check how it works.

Related tools:

• Office 365 to PST Converter to export a Microsoft 365 mailbox to a PST file.
• PST Splitter Tool to divide a very large PST file.
• PST Merger Tool to combine several PST files.
• Outlook Duplicate Remover to clean up duplicate emails after importing or recovering data.

Frequently Asked Questions

Q 1. Do I need admin rights to add a shared mailbox in Outlook?

Ans. No, but your admin must create the shared mailbox and give you access. To create a shared mailbox, you need a Global Administrator or Exchange Administrator account.

Q 2. How do I add a shared mailbox in new Outlook?

Ans. Select Mail, choose Add shared folder or mailbox in the folder pane, enter the mailbox name and click Add. You can also use Settings > Accounts > Shared with me.

Q 3. Why is the shared mailbox not showing in Outlook?

Ans. The permissions may not have taken effect yet, automapping may be turned off, or Outlook has not been restarted. Restart Outlook, wait a while, and add the mailbox manually.

Q 4. What permissions do I need to send from a shared mailbox?

Ans. You need Send As or Send on Behalf permission. Full Access alone only lets you read the mailbox.

Q 5. Can I add a shared mailbox in Outlook on Mac or on my phone?

Ans. Yes. On Mac, add it manually (File > Open > Shared Mailbox in most versions). On Android and iPhone, use Add Account > Add a Shared Mailbox in the Outlook app. Both require Exchange Online.

Q 6. Where do emails sent from a shared mailbox get saved?

Ans. By default they often go to your own Sent Items. An admin can change the setting so a copy is stored in the shared mailbox as well.

Q 7. Does a shared mailbox need a license?

Ans. Shared mailboxes generally need no license up to a size limit, but extra features or larger sizes may need one. Check Microsoft's current licensing rules.

Q 8. Can I back up a shared mailbox to a PST file?

Ans. Yes. You can use the Regain Office 365 Backup Tool to back up Microsoft 365 mailboxes to PST and other formats, then open the PST in Outlook.

Q 9. How do I handle a large PST backup of a shared mailbox?

Ans. Outlook's default size limit for a Unicode PST file is around 50 GB, and very large PST files are more likely to become damaged. Use the split option in the backup tool, or divide the file with the PST Splitter Tool.

Q 10. What if the PST or OST file of my shared mailbox is corrupt?

Ans. Try the simple fixes first. If the file will not open or emails are missing, scan it with the Regain Outlook Recovery Tool, preview the recovered items and save them to a new file.

Q 11. Can Regain Outlook Recovery Tool recover emails from a shared mailbox?

Ans. It can recover items stored inside a PST or OST file that you scan, including cached shared mailbox data if it is in that file. It cannot recover items that exist only on the server.

Q 12. How do I remove a shared mailbox from Outlook?

Ans. In classic Outlook, remove it from Account Settings > Change > More Settings > Advanced. In new Outlook or on the web, right-click it in the folder pane and remove it. If it was automapped, ask your admin to change your access.

Conclusion

Adding a shared mailbox in Outlook is simple once your admin has given you access. It usually appears automatically after a restart, and you can add it manually in classic Outlook, new Outlook, Outlook on the web, Mac or mobile if it does not. Remember that sending needs Send As or Send on Behalf permission, and keep regular backups of important shared mailboxes with the Regain Office 365 Backup Tool. If an Outlook data file is damaged and emails go missing, the Regain Outlook Recovery Tool can scan the file and help you recover what it contains.