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How To Send Emails From Shared Mailbox in Outlook 2013, 2016 and 2019?

outlook logo

Step by Step Guide on how to send emails from shared mailbox in Outlook 2013, 2016 and 2019?

A shared mailbox makes it easy for a group of people to monitor and send email from a public email alias like info@stepinlogic.com. When a person in the group replies to a message sent to the shared mailbox, the email appears to be from the shared address, not from the individual user. You can also use the shared mailbox as a shared team calendar.

A shared mailbox is not designed for direct log on though. The user account for the shared mailbox itself should stay in the disabled state.

Note: Before you can use a shared mailbox, the Office 365 admin for your organization has to create it and add you as a member.

Add a shared mailbox to Outlook.

After your admin has added you as a member of a shared mailbox, close and then restart Outlook. The shared mailbox should automatically display in your Folder pane in Outlook.

What if it didn’t work?

  • If your admin only recently added you to a shared mailbox, it may take a few minutes before the shared mailbox appears. Wait a bit and then close and restart Outlook again.
  • If that didn’t work, then manually add the shared mailbox to Outlook:
  1. Open Outlook.
  2. Choose the File tab in the ribbon.

outlook-file-tab-shared-mailbox

3. Choose Account Settings, then select Account Settings from the menu.

add-account-settings-shared-mailbox

4. Select the Email tab.

5. Make sure the correct account is highlighted, then choose Change.

email-accounts

6. Choose More Settings > Advanced > Add.

7. Type the shared email address, such as info@stepinlogic.com.

add-shared mailbox

8. Choose OK > OK.

9. Choose Next > Finish > Close.

 

Send mail from the shared mailbox

  1. Open Outlook.
  2. Choose New Email.

new-email

3. If you don’t see the From field at the top of your message, choose Options > From.

4. Click On 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.

shared-email

5. Choose OK.

6. Finish typing your message and then choose 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.

Reply to mail sent to the shared mailbox

  1. Open Outlook.
  2. Open the email message you want to reply to.
  3. From field at the top of your message, you should see the name of your shared mailbox. If you don’t, choose the From dropdown box and choose your shared mailbox.
  4. Finish typing your message and then choose Send.
  • 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.

After the account setup process completes, the shared mailbox will display in your account list in Outlook for iOS or Outlook for Android.

To remove a shared mailbox, go to Settings > Accounts. Then tap on the shared mailbox and select Delete Account.

Need Help? Contact Us

 

STEPINLOGIC | 292 262 6652

Stepinlogic.com

Full-service IT provider for Growing Companies in NY & NJ

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