Coletta Teske is a Lifewire writer focusing on consumer electronics. She has 30 years' experience writing for Adobe, Boeing, Microsoft, and many others.
Updated on December 12, 2022 Reviewed byRyan Perian is a certified IT specialist who holds numerous IT certifications and has 12+ years' experience working in the IT industry support and management positions.
This article explains how to add users to a shared Outlook mailbox, and how to used shared mailboxes in Outlook, on the web, and from a mobile app. These instructions apply to Office 365 for Windows and macOS; Outlook 2019, 2016, 2013, and 2010; Outlook for iOS and Android; and Outlook on the web.
You can create as many shared mailboxes as you need, but each user you assign to the mailbox must have a Microsoft 365 subscription. To set up a shared mailbox:
Select Groups >Shared mailboxes in the navigation pane.
On the Add a mailbox page, type a name for the shared mailbox in the Name field.
A mailbox alias is automatically created in the Email field, but you can change the alias if you like. When you've named the shared mailbox, select Add.
If you don't see a person's name in the list, select Search and type the person's name.When a user sends an email message from the shared mailbox, a copy of that message is saved to that user's Sent Items folder, not to the shared mailbox. If you want to save these emails to the shared mailbox, you must edit the shared mailbox settings.
To save sent email messages to the shared mailbox, complete the following steps:
Select Edit next to Sent items.
When you set up the shared mailbox, other users don’t have to do anything to display the shared mailbox in the desktop version of Outlook. The shared mailbox appears automatically in the Outlook sidebar.
To send an email from the shared mailbox, complete the following steps:
Select New Email to create a new message.
If you want to work with the shared mailbox in a web browser, you must manually add the mailbox. To add the shared mailbox to Outlook on the web, complete the following steps:
If you want to access a shared mailbox from your smartphone or tablet, follow these steps:
If you want to remove a shared mailbox from the Outlook app, go to Settings > Accounts, then tap the shared mailbox and choose Delete Account.
Every person assigned to an Office 365 shared mailbox has complete access to all the messages in it. Member users can read incoming emails, reply to messages, forward messages, and see how others have responded.
When a team member responds to an email message from the shared mailbox, the email is sent from the shared address rather than the individual's email address, so everyone's information stays confidential. That said, shared mailboxes typically don't have user names or passwords, creating some security concerns.
Shared mailboxes are ideal for customer service or marketing departments that want incoming email messages to be answered by the next available team member. Shared mailboxes also come with a shared contact list and a shared calendar, so members of the group can create appointments in a central location that all members can see.
How do I clean up my Outlook mailbox?There are a few ways to clean up (or clean out) your mailbox in Outlook. To completely clear a mailbox, right-click the folder and select Empty Folder > Delete All. To get rid of only specific messages, select the checkbox next to each one you want to remove and then select Move To > Deleted Items.
How do I check the size of my Outlook mailbox?To check on the size of your Outlook mailboxes and folders, right-click the mailbox you want to look over and then select Data File Properties > Folder Size. Or find the largest messages in your mailbox by selecting Search Current Mailbox > Search > Options > Search Tools > Advanced Find.