How to Create a Shared Mailbox in Outlook M365

by | Aug 3, 2023 | Microsoft 365, Outlook

KeylinkIT

What is a Shared Mailbox?

A shared mailbox in Outlook is an inbox that multiple users can access and manage collectively. It’s set up with its own email address and permissions are granted to specific users. Unlike personal mailboxes, users access it through their own accounts, without a separate login. Shared mailboxes are commonly used for collaborative tasks like managing a team inbox or project communication. They don’t require extra licenses, making them a cost-effective solution for group communication.

How to Create a Shared Mailbox

1. After you log into Outlook, right-click Folders
Hosted Business Phone System $30 a line
  1. Click Add Shared Folder from the pop-up menu
Hosted Business Phone System $30 a line
3. A box will pop up and prompt you to enter the email address of the user who you would like to share the mailbox with.
Hosted Business Phone System $30 a line

4. Once you see the email and name display, select “Add”

Hosted Business Phone System $30 a line

How to Turn On Auto-Responses for Outlook Web Access (OWA)

  1. Click on the cogwheel icon (Settings) in the Mail view’s top-right corner. Then, select View all Outlook settings.

 

Hosted Business Phone System $30 a line
2. Once you open the Settings window, choose Mail and then select Automatic replies.

 

Hosted Business Phone System $30 a line
3. To enable automatic replies, simply click on the toggle next to Turn on automatic replies.

 

Hosted Business Phone System $30 a line
4. To enable automatic replies, simply click on the toggle next to Turn on automatic replies.

 4.1. Check the checkbox next to Send replies only during this time period. Then, choose the desired start and end date/time for the automatic replies.

4.2. In the box provided under Send automatic replies inside my organization, type the auto-response message that you would like to be sent.

4.3. If you wish to send an auto-response to external senders, check the checkbox labeled Send replies outside your organization. Then, enter the desired text within the provided box for the auto-response message.

4.4. Select Save.

Hosted Business Phone System $30 a line

Explore More Guides and Tips

Updating to Windows 11

Quick Navigation Links Use the links below to jump to different sections of this guide:How to Check if You're Running Windows 11 How to Install Windows 11 How to Adjust Taskbar AlignmentWindows 10 support ends in October 2025. After this time, your system won’t get...

3CX V20 Admin Guide

How to Record a New prompt How to View Call Logs How to Set Holiday HoursHow to Record a New Prompt (Voice Message) Understand the Prompt The prompt is the message customers hear when they call in. This can be used to provide instructions, such as leaving a message or...

3CX Quick Start Guide

How to set your Voicemail   Select the Voicemail button. Select 8 to change the greeting message. Select 0 to record new greeting message. Record the message then press #.  To save the message, press 0. To repeat the message, press 1.   From the 3CX app, dial...

3CX User Guide Videos

Getting Started with Your New 3CX Account 3CX Mobile App - How to Install and Configure How to Perform in Call Functions with 3CXGetting Started with Your New 3CX Account3CX Mobile Application Installation & Setup Guide3CX - How to Perform In Call Functions

How to Use Yealink T29G Phone

Directory Yealink T29G Phones User Guide Understanding the Yealink T29G Phone Light Colors T29G - How to Perform Actions During a CallKeylinkIT Yealink Phones User GuideExplore the Visual User Guide for Yealink T46U and T29G phones – your comprehensive resource for...

3CX Android App Installation & User Guide

Directory Keylink IT SnapGuideInstalling the iOS App Setting Up Your ExtensionMaking Calls Blind Transfer Attended Transfer Conference Record Video New Call Mute Yourself Hold CallKeylinkIT 3CX Android AppThe 3CX Android App Installation and Configuration guide offers...

3CX iOS (iPhone) App Installation & User Guide

Directory Keylink IT SnapGuideInstalling the iOS App Setting Up Your ExtensionMaking Calls Blind Transfer Attended Transfer Conference Record Video New Call Mute Yourself Hold CallKeylinkIT 3CX iOS AppThe 3CX iOS App guide offers an easy way to handle office...

WordPress: Divi Page Editor Guide

KeylinkIT How to use the Divi Page BuilderIn today's dynamic digital era, building beautiful and functional websites has never been more essential. With Divi Page Builder, the power to create, innovate, and inspire is right at your fingertips. Whether you're a...

Synology VPN User Guide

Directory Keylink IT SnapGuide Keylink IT Visual Manual Download the SnapGuide Here!KeylinkIT How to Use Synology VPN Welcome to our visual User Guide for Synology VPN – your comprehensive companion to effortless setup and usage. Synology VPN offers a secure VPN...

How to Use Yealink Handset Phones

Directory Yealink T46U Phones Yealink T46U Phones User Guide T46U - How to Perform Actions During a Call Yealink T29G Phones Yealink T29G Phones User Guide Understanding the Yealink T29G Phone Light Colors T29G - How to Perform Actions During a CallKeylinkIT Yealink...