How do I create a shared mailbox?

After reading this article faculty and staff should be able to:

  • Create a shared mailbox which can be accessed by multiple users using any of the following mail clients
    • Outlook for Windows
    • Office 365



This article is for creating shared mailboxes.  To access an already existing shared mailbox, see How do I access a shared mailbox in Outlook?

Outlook for Windows

  1. Go to Control Panel select Mail (32-bit).
  2. Select Show Profiles.
  3. Click Add button.  Enter New profile name and click OK.
  4. Outlook will auto populate your email account information. In the email address text box, delete your current email address and replace it with the new shared email address.  Leave Password and Retype Password text boxes blank then select Next.
  5. When outlook prompts for credential enter you email address and your password then click OK.
  6. When your email account is successfully configured click Finish.


Office 365


You must have an Admin account to create a shared account in Office 365.

  1. Sign in with your Office 365 admin account.
  2. In the Admin center, go to Groups > Shared Mailboxes.
  3. On the Add a mailbox page, enter a name for the shared mailbox. Then the wizard chooses the email address, but you can edit it.
  4. Click Add. It may take a few minutes before you can add members.
  5. Under Next steps, choose Add members to this mailbox. Members are the people who will be able to view the incoming mail to this shared mailbox, and the outgoing replies.
  6. Choose the +Add members button. Put a check mark next to the people who you want to use this shared mailbox, and click Save.
  7. Choose Close.
  8. To allow everyone to see the Sent emails:
  9. Navigate to the Office 365 admin center and edit the shared mailbox settings.
  10. Choose Sent items > Edit.
  11. Change the settings to have sent items saved to the Sent Items folder of the shared mailbox instead of the default which sends them to the Sent Items folder of the person who sent the message.


Keywords: shared, mailbox

Last Modified: 6/23/2017