What is Shared mailbox in Office 365?

In this SharePoint article, we will learn What is a shared mailbox in Office 365 and how to create a shared mailbox from the Office 365 admin center. I will also show, how to add a Shared mailbox in our outlook web in Office 365.

What is a shared mailbox in Office 365?

We can use a shared mailbox for Office 365 for a group of people that allows to send and receive an email from a common mail address. Suppose we send an email from the shared mailbox (common mail address), then all group members will receive the email.

And when any user replied to the Shared mailbox, then the replied email stored in the same shared Office 365 mailbox.

For example, I have created a shared mailbox in office 365 and my shared mailbox address is  “tsinfoteam@tsinfotechnolozy.onmicrosoft.com”. In the shared mailbox, I have added 3 members as a group member.

When I send the email from the “tsinfoteam@tsinfotechnolozy.onmicrosoft.com” email address, then all the 3 members will receive the Email.

They can able to see the message in their outlook inbox. When users replied to the email then the message/email will be stored in the shared mailbox inbox.

Create a shared mailbox in Office 365

Here we will see how to create a shared mailbox in office 365 from Office 365 admin center. Follow the below step to create a new shared mailbox.

Step-1: Open Office 365 Admin Portal by using your Office 365 username and password. Then go to “Admin center” from the “App Launcher”.

shared mailbox office 365
shared mailbox office 365

Step-2: In the Admin center page under the Groups we can able to see two option Groups and Shared Mailbox. Click on the Shared mailbox like below:

create shared mailbox office 365 powershell
create shared mailbox office 365

Step-3: Then Click on “Add a mailbox“.

how to add a shared mailbox in outlook 2016
how to add a shared mailbox in outlook web

Step-4: Now we can able to see “Add a mailbox” page. In the Add a mailbox page, provide Group mailbox Name and Email address. What we will enter in the Name that automatically comes in the Email. Then click on Add.

shared mailbox office 365
how to add a shared mailbox in outlook web

Step-5: We can able to see a successful message like “The shared mailbox was created. It may take a few minutes before you can add members“. To add members to this shared mailbox Click on “Add members to this mailbox” link like below:

access shared mailbox office 365
create a shared mailbox in office 365

To add the members go for “Add members“.

shared mailbox office 365
how to add members into a shared mailbox

Either you can search for users or you can add from the list of Office 365 members. We can able to see all the user. Just enable the checkbox whom you want to add to the shared mailbox.

How do I add a shared mailbox in Outlook 365?
How do I add a shared mailbox in Outlook 365?

Now our all members are added to the shared mail box. When we click on the shared mailbox address we can able to see all the details of the shared mailbox.

office 365 outlook web access shared mailbox
office 365 outlook web access shared mailbox

Add Shared Email box to Outlook Web in Office 365

We can add the shared email box to the outlook web in Office 365 account when the user is the member of the shared mailbox. The user will see the mailbox under the primary mailbox in the Outlook.

One more thing we should know about shared mailbox is when we delete the message from the shared mailbox then the message will be deleted for all the member of the shared mailbox.

To add the shared mailbox to the outlook account click on the username. We can able to see the option Add shared folder. Click on Add shared folder.

shared mailbox office 365
shared mailbox office 365

Now Add shared folder page will come, we can see the one text box and below the text box add option is there but the shared mailbox address and click on Add.

Now we can able to see out a shared mailbox in the left side option under the primary mailbox.

access shared mailbox office 365
access shared mailbox office 365

Below screen shot, I am displaying my left side option of the outoff box we can able to see “tsinfoteam” option.

shared mailbox office 365
shared mailbox office 365

To send an email from the Shared mailbox email id go to the inbox of the shared mailbox. Go for create New mail. In the top option to see the form address click on “…”.

shared mailbox office 365
access shared mailbox office 365 owa

Just remove the primary mail address by clicking on the primary mail address.

access shared mailbox outlook web app
access shared mailbox outlook web app

We need to type the Shared mail box address manually first-time latter we can able to see in the From dropdown. I have added the shared mail box address manually here.

office 365 outlook web access shared mailbox
office 365 outlook web access shared mailbox

When we open our primary mailbox inbox we can able to see the message which is sent in the shared box mail address in Office 365.

You may like following Office 365 tutorials:

Conclusion

In the above SharePoint tutorial, we were discussed what is a shared mailbox in office 365 and how to create a shared mailbox in the office 365 admin center.

We were also discussing how to add the shared mailbox in the outlook web account and how we will send a message to the shared mailbox and receive a message from the shared mailbox.

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