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1 min read

How to find your shared mailboxes in the new Outlook

You've updated to the New Outlook from the good old fashioned version. It looks all swish and swanky and pretty. But you quickly realise that something is missing. You can't find some of your mailboxes!

Perhaps you have access to an info@ or recruitment@ shared mailbox and it just used to be there for you under your personal mailbox. Now you've updated to the New Outlook it's vanished.

Don't panic. It's not gone, it's just hiding.

Here’s a guide on how to find and access shared mailboxes in the new Outlook:

  1. Add a Shared Mailbox to Outlook: (if you already had access to the shared mailbox then just ignore this step)

    • After your admin has added you as a member of a shared mailbox, it may take 5-10 minutes to show up in your Outlook.
    • The shared mailbox should automatically display in your Folder pane.
    • If it doesn’t appear after 10 minutes, restart Outlook.
  1. Locate the Shared Mailbox:

    • In the folder pane on the left, look for the “Shared with me” folder.
      how-to-find-your-shared-mailboxes-in-the-new-outlook
    • Your shared mailbox is a subfolder under “Shared with me.”
    • Click on the shared mailbox name to expand it and see standard email folders like Inbox, Drafts, and Sent Items.
      how-to-find-your-shared-mailboxes-in-the-new-outlook-1
  2. Send Mail from the Shared Mailbox:

    • Open a new email in Outlook.
    • If you don’t see the “From” field, go to the Options tab and select “Show From.”
      how-to-find-your-shared-mailboxes-in-the-new-outlook-2
    • Click “From” in the message and choose the shared email address.
      how-to-find-your-shared-mailboxes-in-the-new-outlook-3
    • Finish typing your message and click “Send.”
    • Recipients will only see the shared email address in the message.
  3. Reply to Mail Sent to the Shared Mailbox:

    • Open the email you want to reply to.
    • In the “From” field, you should see the name of your shared mailbox.
    • If not, choose the “From” dropdown and select your shared mailbox.
    • Type your reply and click "Send".
  4. Search Within the Shared Mailbox:

    • Select a folder within the shared mailbox.
    • In the Search box at the top of Outlook, type your query and press Enter.

Remember that shared mailboxes are designed for collaboration and are only accessible via your main Microsoft account. You won’t sign in directly to the shared mailboxes with a login and password.

IT Foundations is a managed IT support company based in Edinburgh, supporting the whole of Scotland and northern England. If you need help setting up and managing your Microsoft 365 tenancy then get in touch with us today.

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