Add Shared Mailbox in MS Outlook

Updated on Sep 15, 2026 by Savita Sharma

If you've ever used Microsoft 365, you're probably aware of shared mailboxes, which are used by a number of individuals or workers to send or receive email from a single email account. It enables employees to easily do typical emailing jobs inside the firm. If the administrator grants access to a shared mailbox, several users can view it.

Adding and utilizing a shared mailbox in Microsoft 365 is rather simple. However, most users don't realize how to do so with Outlook. Therefore, in this post, we'll go through how to setup a shared mailbox in Outlook. Keep reading.

What Is a Shared Mailbox in Microsoft 365?

A shared mailbox in Microsoft 365 allows multiple users to access and manage email from a common address, such as support@company.com, sales@company.com, or info@company.com. Team members can read, reply to, and organize messages based on their assigned permissions. A shared mailbox can also provide access to shared calendars and other mailbox folders.

Prerequisites: Permissions Required

As you need to add and use a shared mailbox in MS Outlook 2013, 2016, 2019, and the newest or earliest versions of whatever you have, it is essential for you to make sure that you have completed the following steps:

• Full Access: Read and manage the shared mailbox
• Send As: Send email that appears to come directly from the shared mailbox
• Send on Behalf: Send email showing "User on behalf of Shared Mailbox"

You must shut down and restart MS Outlook when the administrator adds you to the shared mailbox in Microsoft 365. By restarting Outlook, the shared mailbox may appear underneath the primary mailbox in the folder panel. If something doesn't occur, you may manually add the shared mailbox.

How to Add a Shared Mailbox in New Outlook

Following are the steps to setup Shared Mailbox in New Outlook.

1. Open New Outlook.
2. Select Mail.
3. In the Folder pane, right-click your account name.
4. Select Add shared folder or mailbox.
5. Enter the shared mailbox name or email address.
6. Select Add.
7. The mailbox appears under Shared with me.

Restart your New Outlook, your shared mailbox will automatically be shown.

How to Add a Shared Mailbox in Classic Outlook

File → Account Settings → Account Settings → Email → select account → Change → More Settings → Advanced → Add

How to Add a Shared Mailbox in Outlook on the Web

1. Sign in to Outlook on the web.
2. Right-click Folders in the left navigation pane.
3. Select Add shared folder or mailbox.
4. Enter the shared mailbox name or email address.
5. Select the mailbox.

How to Send Email From a Shared Mailbox in Outlook

1. Create a new email.
2. Display the From field if it isn't visible.
3. Select From.
4. Choose Other email address if necessary.
5. Enter/select the shared mailbox address.
6. Compose and send the email.

Try These Fixes if Shared Mailbox Not Showing in Outlook

Here are some fixes, which you can use to resolve your issues.

• Confirm that the Microsoft 365 administrator added the user as a member.
• Verify Full Access permission.
• Close and restart Outlook.
• Allow some time for newly assigned permissions to propagate.
• Try adding the mailbox manually.
• In New Outlook, check Shared with me.
• Confirm that you're signed into the correct Microsoft 365 account.
• If necessary, ask the administrator to remove and re-add the permission.

Shared Mailbox Not Updating or Syncing in New Outlook

1. Select Sync in the Outlook ribbon.
2. Select the shared mailbox folder and try syncing.
3. If automatic synchronization and notifications are important, consider adding the shared mailbox as an account.
4. Make sure the user has the required permissions.
5. Restart Outlook after permissions are changed.

Need to Migrate or Backup a Shared Mailbox?

If you need to move emails from a shared mailbox, create a backup, or migrate mailbox data between platforms, a dedicated Regain Office 365 Backup Software can help preserve emails, folders, attachments, and other mailbox data.

Frequently Asked Questions

Q 1. Do we need Admin rights to add Office 365 Shared mailboxes to Outlook?

Ans. You must have permission to access the shared Mailboxes in Office 365, and Outlook should be connected to the Office 365 account. Also, you need a Global Administrator account or Exchange Admin to create Shared Mailboxes in Outlook.

Q 2. Is there any other way that facilitates having Shared Mailbox data in Outlook?

Ans. If you don’t want to struggle with the manual steps of adding Shared Mailboxes to Outlook, then backup in PST file format is a wise decision. You can simply download Shared Mailbox to PST file format and add PST files to Outlook and access them. It also provides a backup in local storage.

Q 3. We have a lot of data in Shared mailboxes; how will I manage the PST file as it has an upper size limit?

Ans. It is a matter of concern, but not when you have a professional Regain Office 365 Email Backup Software. We know that Microsoft has recommended an upper size limit of 50 GB; hence, to control the size, you get the resultant PST file split option. You can simply set the size, and the tool will create a PST file of a given size.

Q 4. I just want to check how this Regain Office 365 Backup Solution works; is it possible?

Ans. Yes, you can check this professional utility before making any purchase for the license. Simply download the software and take the backup. The demo version/free trial version allows you to process the first thirty items per folder.

Q 5. How do I add a shared mailbox in New Outlook?

Ans. After your Microsoft 365 administrator adds you as a member of the shared mailbox, restart New Outlook. The mailbox may automatically appear in the Folder pane. If it does not, go to Mail, right-click your account name in the Folder pane, select Add shared folder or mailbox, and enter the shared mailbox name or email address.

Q 6. How do I add a shared mailbox in Classic Outlook?

Ans. After the administrator grants you access, restart Classic Outlook. If the mailbox does not appear automatically, go to File > Account Settings > Account Settings. Select your Microsoft 365 account, choose Change > More Settings > Advanced > Add, enter the shared mailbox email address, and select OK > Next > Finish > Close.

Q 7. How do I access a shared mailbox in Outlook Web?

Ans. Sign in to Outlook on the web with your Microsoft 365 account. In the Folder pane, right-click Folders and select Add shared folder or mailbox. Enter the shared mailbox name or email address and select it from the results. The shared mailbox will then appear in your folder list.

Q 8. Why is my shared mailbox not showing in Outlook?

Ans. First, confirm that your Microsoft 365 administrator has added you as a member of the shared mailbox and granted the required permissions. If you were recently added, wait a few minutes, then close and restart Outlook. In New Outlook, you can also manually select Add shared folder or mailbox. If the mailbox still does not appear, ask your administrator to verify your mailbox permissions.

Q 9. How long does it take for a shared mailbox to appear in Outlook?

Ans. A newly assigned shared mailbox may take a few minutes to appear in Outlook. Microsoft recommends closing and restarting Outlook after the permission has been assigned. If it still does not appear, you can try adding the shared mailbox manually.

Q 10. Do I need a password to access a shared mailbox?

Ans. Normally, no. A shared mailbox is not designed for users to sign in directly with a separate password. Instead, users access it through their own Microsoft 365 account after an administrator adds them as members and grants the required permissions.

Q 11. Can I send emails from a shared mailbox?

Ans. Yes. If you have the appropriate sending permission, you can send messages using the shared mailbox address. In Outlook, create a new email, select From, and choose the shared mailbox address. If it is not listed, select Other email address and enter the shared mailbox address.

Q 12. What permissions are required to send from a shared mailbox?

Ans. To send messages from a shared mailbox, you need the appropriate Send As or Send on Behalf permission. Full Access allows you to read and manage the mailbox but does not by itself give you permission to send messages from the shared address.

Q 13. How do I remove a shared mailbox from Outlook?

Ans. In New Outlook, go to Settings > Accounts > Shared with me, select the shared mailbox, and choose Remove. You can also remove a manually added shared mailbox from the folder pane. In Outlook on the web, right-click the shared mailbox and select Remove shared folder. Removing the mailbox from your Outlook view does not delete the shared mailbox or its data from Microsoft 365.

Q 14. Why is my shared mailbox not syncing in New Outlook?

Ans. If your shared mailbox is not syncing, check that you have Full Access permission and try selecting Sync in Outlook. For automatic synchronization and notifications, add the shared mailbox as an account in New Outlook. Restart Outlook if the issue continues.