Shared Email

Since the thread is categorized under Business, the guidance below applies to organizational accounts. If your situation involves a personal Microsoft account, such as Outlook.com or Hotmail, please inform me so I can supply the appropriate instructions.

Hello @Aharon Brady,

Based on your questions, I understand that you want to use a shared mailbox and are looking to manage access, send emails from it, and track sent messages.

Before addressing your questions, could you please confirm:

1. How was this mailbox created? Was it created as a Shared Mailbox in Microsoft 365, or is it a regular user mailbox that multiple people are using?
2. Are you a Microsoft 365 administrator, or do you have access to your organization's Microsoft 365 Admin Center?

This information will help ensure you're using the correct mailbox type for your requirements.

If the mailbox has not yet been created as a Shared Mailbox, it is recommended to use this mailbox type because it is specifically designed for multiple users to access and manage a common email address.

Creating a Shared Mailbox requires administrator permissions. Please refer to the following Microsoft article: Create a shared mailbox - Microsoft 365 admin | Microsoft Learn

If you're not an admin and don't know who the Microsoft 365 admin is in your organization, you can find guidance here: How can I find my Microsoft 365 admin? - Microsoft Support    

If the mailbox is already a Shared Mailbox, please find my answers to your questions below:

1. How do I add other people to the shared email address?

Additional users can be added as members of the shared mailbox through the Microsoft 365 Admin Center. This action typically requires an administrator. Once added, members can access the shared mailbox and its contents.

• Sign in to the Microsoft 365 Admin Center.
• Go to Teams & Groups > Shared mailboxes.
• Select the shared mailbox.
• Under Members, select Edit.

• Choose Add members and select the users you want to grant access to.
• Save the changes.

After being added, users may need to wait a short time for the changes to replicate. The shared mailbox should then automatically appear in Outlook, or they can add it manually if needed.

For your reference: Configure shared mailbox settings - Microsoft 365 admin | Microsoft Learn

2. Can I send emails directly from the shared email address?

Yes. Shared mailboxes support sending messages from the shared address. Depending on the permissions assigned:

• Send As: The recipient sees the shared mailbox address as the sender.
• Send on Behalf: The recipient sees that you sent the message on behalf of the shared mailbox.

3. Can I see sent emails from the shared mailbox?

Yes. Shared mailboxes can store sent messages in the mailbox's Sent Items folder, allowing members to view emails that were sent using the shared mailbox address. This helps maintain visibility and continuity among all users who manage the mailbox.

• To view the sent messages, you'll typically need to add or open the shared mailbox in Outlook first. Once the shared mailbox is available in Outlook, you can browse to its Sent Items folder and review emails sent from the shared mailbox address.

Once you confirm whether the mailbox was created as a Shared Mailbox and whether you have administrator access, I can provide more specific guidance if needed.

Best Regards,

If the answer is helpful, please click "Yes, Accept Answer". If you have extra questions about this answer, please click "Comment".    

Note: Please follow the steps in the forum documentation to enable e-mail notifications if you want to receive the related email notification for this thread.