Outlook: Access Shared Mailbox / Calendar

A shared mailbox makes it easy for a group of people to monitor and send email from a public email alias like info@contoso.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.

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.

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

  4. Select the Email tab.

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

  6. Choose More Settings > Advanced > Add.

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

  8. Choose OK > OK.

  9. Choose Next > Finish > Close

 

Use the shared calendar

After your admin has added you as a member of shared mailbox, close and then restart Outlook. The shared calendar associated with the shared mailbox is automatically added to your Calendars list.

1. In Outlook go to calendar view, and choose the shared mailbox.

   

2. When you enter appointments, everyone who is a member of the shared mailbox will be able to see them.

3. Any member of the shared mailbox can create, view, and manage appointments on the calendar, just like they would their personal appointments. Everyone who is a member of shared mailbox can see their changes to the shared calendar.

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Summary:

This article is used to inform users of how to display a shared mailbox and/or calendar.