Office 365 Email - Accessing and Using Shared Mailboxes
If you use Outlook you don't need to do anything to access a shared mailbox after the FullAccess right is assigned to you. The next time that the Autodiscover function runs, it will detect that your mailbox can open the shared mailbox and will provide Outlook with the mailbox details. You will see the Mailbox in the left side panel towards the bottom.
Outlook clients run Autodiscover in a background thread each time they start and every
60 minutes thereafter, to ensure that clients always connect to the right resources.
To pick up the new shared mailbox, you can either exit and restart Outlook, or you
can wait until Autodiscover runs again, which should take no longer than 60 minutes.
In either case, Outlook receives the information about the new shared mailbox from
Autodiscover, automatically opens the shared mailbox, and lists it in the resources
that are available to you. The screenshot below shows the list of resources that are
available to STester. The “TestShare” shared mailbox is listed towards the bottom.
You can expand that account to display the Inbox and other available folders.
OWA doesn’t have Autodiscover like Outlook. There are two ways to open a shared mailbox using OWA. You may want to try both methods and see which works best for you.
Method 1 - Add the shared mailbox so it displays under your primary mailbox in Outlook Web App
This method is recommended if you want to monitor the email from your primary mailbox and the shared mailbox at the same time. In addition, after you complete this task, the shared mailbox and its folders are displayed in the left navigation pane each time you open Outlook Web App.
- Sign in to your account in Outlook Web App.
- Right-click your primary mailbox in the left navigation pane, and then choose add shared folder.
- In the add shared folder dialog box, type the name or email address of the shared mailbox, and then click add.
The shared mailbox displays in your Folder list in Outlook Web App. 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 delete.
Method 2 - Open the shared mailbox in a separate browser window
We recommend that you use this method if you want to view and manage the email for the shared mailbox in its own browser window.
- Sign in to your account in Outlook Web App.
- On the Outlook Web App nav bar, click on your profile picture, a list appears.
- Click on Open another mailbox.
- Type the email address of the other mailbox that you want to open. Another Outlook Web App session opens in a separate window, allowing access to the other mailbox.
Tip: If you mistype the email address of the mailbox, a second window opens alerting you that the webpage can’t be found. Try retyping the email address.
The FullAccess right gives you the ability to open a shared mailbox and manipulate its contents, including the ability to create and save a message. However, you must also possess the SendAs right before you can send a message.
To use Outlook to send email on behalf of a shared mailbox, create the message as you normally would, and then select the name of the mailbox that you want to send from. To do so, simply click the From field in the message header. If the From field isn’t displayed you will need to turn it on (Options tab, click on From).
By default, your regular email address is shown in the From field. Click the button to select from the mailboxes that you have used before, or click Other Email Address and then select any mailbox from the Global Address List (GAL). Outlook puts the email address of the selected mailbox into the message header.
To send email from the shared mailbox using Outlook Web App:
- Click above the folder list. A new message form opens in the reading pane.
- Click More and then select Show from. This option shows you that the people who receive the email message will see that it comes from the shared mailbox and not from your own email account.
- To add recipients, type the name of anyone who is in your contacts folder or organization’s address list, or type the email address in the To or cc box. The first time you enter a person’s name, Outlook Web App searches for that person’s address. In the future, the name is cached so it resolves quickly.
- Type a subject.
- Type the message you want to send.
When your message is ready to go, click Send .
Copies of messages that a delegate sends are stored in the Sent Items folder of the delegate's default mailbox. A similar issue exists with items that a delegate deletes from a shared mailbox. Logically, you might think that these items would go into the Deleted Items folder of the shared mailbox. But by default, Outlook moves such items into the Deleted Items folder of the delegate's mailbox.