Microsoft 365 Help / Staff guides
Outlook Web

Open a shared mailbox in your browser

Keep the team mailbox in your folder list or open it in its own browser window.

About 8 minutes Follow at your own pace

Before you start

  • The office has given your own work account access to the shared mailbox. Adding it in Outlook does not grant permission.
  • The exact shared email address, such as the Projects mailbox address confirmed by the office. Do not guess the spelling.

Choose the option that matches your screen or the task you want to do.

Add it to your normal folder list

0 of 6 steps done

  1. Sign in with your own account

    Open outlook.cloud.microsoft/mail/ (also outlook.office.com/mail) and sign in with your own work address. Do not try to sign in directly as the shared mailbox.

  2. Open the folder menu

    In the left navigation, right-click Folders or your work account name, depending on the layout.

  3. Choose the shared-folder option

    Select Add shared folder or mailbox. A box opens for the mailbox name or address.

  4. Add the correct mailbox

    Enter the exact shared email address supplied by the office. Select the matching result and confirm Add.

  5. Read the shared Inbox

    Expand the newly listed shared mailbox or Shared with me area. Choose its Inbox and open a message to verify access.

  6. Check From before replying

    When sending from the shared mailbox, show the From field through Options or the compose three-dot menu if needed. Choose the shared address and confirm that the office has granted sending permission.

Open in a separate browser window

0 of 4 steps done

  1. Open the account menu

    While signed in to your own Outlook mailbox, select your profile picture or initials at the top right.

  2. Choose Open another mailbox

    Select Open another mailbox from the account menu.

  3. Enter and open

    Enter the exact shared address, choose the match and select Open. The shared mailbox opens in another tab or window using your own permission.

  4. Check which mailbox you are using

    Before composing, confirm the shared mailbox name and From address. Keeping a separate window can make it easier to distinguish team messages from personal work mail.

You have finished when…

  • The shared mailbox opens and you can clearly identify which mailbox you are reading or sending from.

Helpful tips

  • Always check the From address before sending. Send As shows the shared address; Send on behalf can show your name on behalf of that mailbox.
  • Access given through a security group may not make the mailbox appear automatically. Manual addition can still be required.
  • A shared mailbox is shared work: agree with colleagues who responds so a client does not receive duplicate answers.
  • A separate mailbox window can also be useful for shared-mailbox notifications; your browser still needs notification permission.

Something looks different?

The mailbox is not found or access is denied

Verify the exact address with the office and ask it to check Full Access permission for your own account. New permissions may take time to become available.

It opens but sending fails

Opening a mailbox does not automatically give Send As or Send on behalf permission. Ask the office to check the sending permission.

Outlook asks for the shared mailbox password

Cancel. Use the shared-mailbox addition path while signed in to your own work account, rather than adding it as an ordinary password-based account.

Microsoft help & further guidance

Menu names can change as Microsoft updates the apps. These official pages include further instructions.