Outlook: Shared Mailbox Configuration and Usage

Issue

• I can't see a shared mailbox in Outlook
• I was given access to a shared mailbox but don't know how to open it
• I need to send an email from a shared mailbox
• I want to share a calendar from a shared mailbox
• How do I change the settings or automatic replies for a shared mailbox?

Environment

• Outlook

Resolution

Note: If you were recently given access to a shared mailbox, fully close and reopen Outlook. The mailbox may not appear in your folder list until you do.

Outlook Desktop: Recommended Shared Mailbox Settings

After you're given access, the shared mailbox appears in the left-hand folder pane along with your own mailbox folders. The following changes make the shared mailbox easier to use.

Note: These settings apply only to the Outlook desktop application.

Turn Off Cached Exchange Mode

1. Open Outlook.
2. Go to File > Account Settings > Account Settings.
3. Select the shared mailbox, then click Change.
4. Uncheck Use Cached Exchange Mode.
5. Click Next.
6. Click OK on the warning message.
7. Click Finish.
8. Close and reopen Outlook.

Turn Off AutoArchive

1. Open Outlook.
2. Go to File > Options > Advanced.
3. Click AutoArchive Settings.
4. Uncheck Run AutoArchive.
5. Click OK.

Turn Off Junk Email Filtering

1. In the folder pane, open the shared mailbox's Inbox.
2. Go to Home > Junk > Junk Email Options.
3. On the Options tab, select No Automatic Filtering.
4. Click OK.

Outlook on the Web: Open a Shared Mailbox

Opening the shared mailbox in Outlook on the web lets you manage its settings, create or share calendars, and set automatic replies the same way you would for your own mailbox.

1. Sign in to Outlook on the web at duq.edu/mail.
2. On the navigation bar, select your name.
3. Click Open another mailbox.
4. Enter the shared mailbox's email address (for example, shared-mailbox@duq.edu).
5. Click Open.

A new Outlook on the web window opens with the shared mailbox.

Send Email from a Shared Mailbox

If you have Send As permissions, you can send email from the shared mailbox's address in either Outlook or Outlook on the web.

1. Start a new email message.
2. Click From, then select the shared mailbox.
3. Write your message, confirm the correct address appears in the From field, and click Send.