There are several ways to access a shared mailbox on Microsoft 365:
Option 1: Add the shared folder to your own Outlook account (via the web interface):
- This will let you see messages sent to the shared mailbox, and respond to those messages. For more information on this see: Add a shared mailbox or folder to your account.
- This has a downside though. When you reply to an email in a shared mailbox, the reply goes into YOUR sent folder, not the sent folder for the shared mailbox.
Option 2: You can access the account from your own mailbox as follows (Note: this is the easiest way to send mail from a shared mailbox):
- Click your account icon in the upper right. This icon is either your profile picture (if you've set one) or your initials.
- Select Open another mailbox
- Type the address of the shared account.
- This will open the mailbox in a new browser tab. Any new messages created or replies will have a Mail From of the shared account.
Option 3: You can also use the Outlook Desktop application.
- Note: If you want to send mail from the shared mailbox in Desktop Outlook, use the "From:" drop down to select the address you're trying to mail from.
Option 4: If you use the Outlook mobile application see the instructions below:
- First click on your account icon at the top left. This icon is either your profile picture (if you've set one) or your initials.
- The click the + icon below that account icon and choose Add a shared mailbox.
- When prompted - enter the email address of that shared mailbox.