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Shared mailboxes and calendars

Exchange Online shared mailboxes make it easy for a group of people to monitor and send email from a public email alias. When a person in the group replies to a message sent to the shared mailbox, the email appears to be from the shared address, not from the individual user. You can also use the shared mailbox as a shared team calendar and contact list.

How to open a shared mailbox in Outlook

Exchange Online shared mailboxes are not designed for direct log on. After the mailbox administrator has added you as a member of a shared mailbox, you can add it to your mailboxes in the Outlook desktop client (PC and Mac users) or you open it in the Outlook Web App (Linux, Mac and PC users).

Outlook desktop app (PC and Mac)

This video applies to Outlook for Microsoft 365, Outlook 2019, Outlook 2016 and Outlook 2013:


Outlook Web App (Linux; all users)

Linux users can access shared mailboxes and calendars via a browser using the Outlook Web App.
The OWA is an alternative to the desktop and mobile apps for PC and Mac users.

 Note this video shows an older version - the 'Mail' tab is now called 'Outlook':


Outlook mobile app (iOS and Android)


Sending mail from a shared mailbox

Add rules to a shared mailbox

Using a shared mailbox's Calendar and Contacts


How to request a new Exchange Online shared mailbox

If you have access to the Blue Toolkit, you can create shared mailboxes yourself. If you do not have access, you will need to contact the including the following information:

  1. the desired display name for the new mailbox
  2. the CRSids of those who will need access to it.
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