---
title: What is a shared mailbox and how do I use one?
description: A shared mailbox is an email address and calendar that multiple people can access and use together, allowing a team to collectively read, send, and manage communications from one place.
---

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# What is a shared mailbox and how do I use one?

## A shared mailbox is an email address and calendar that multiple people can access and use together, allowing a team to collectively read, send, and manage communications from one place.

### **Contents**

- [What is a shared mailbox?](https://help.stalbansdiocese.org/shared-mailbox#about)
- [How do I request a shared mailbox or access an existing one?](https://help.stalbansdiocese.org/shared-mailbox#request-access)
- [How do I view a shared mailbox?](https://help.stalbansdiocese.org/shared-mailbox#view) 
    - [💻Outlook Desktop App](https://help.stalbansdiocese.org/shared-mailbox#view)
    - [⭐New Outlook](https://help.stalbansdiocese.org/shared-mailbox#new-outlook-missing) 
          - [Add Shared Mailbox / Resolve Missing Shared Mailboxes](https://help.stalbansdiocese.org/shared-mailbox#new-outlook-missing)
          - [Converting a Shared Mailbox to a full account](https://help.stalbansdiocese.org/shared-mailbox#new-outlook-convert)
    - [**🌐Outlook on the Web (webmail) \>**](https://help.stalbansdiocese.org/how-do-i-view-a-shared-mailbox-to-outlook-on-the-web?hsLang=en)
    - **[📲Outlook mobile app \>](https://help.stalbansdiocese.org/how-do-i-add-a-shared-mailbox-to-the-outlook-mobile-app?hsLang=en)**
- [How do I send from a shared mailbox email address?](https://help.stalbansdiocese.org/shared-mailbox#send) 
    - **[Change the From field in Outlook Classic Desktop App \>](https://help.stalbansdiocese.org/how-do-i-send-an-email-from-another-email-address-in-outlook#outlook-desktop)**
    - **[Change the From field in New Outlook app & Outlook on the Web \>](https://help.stalbansdiocese.org/how-do-i-send-an-email-from-another-email-address-in-outlook#outlook-on-the-web)**
- **[Setting Out of Office / Automatic Replies \>](https://help.stalbansdiocese.org/how-can-i-set-an-out-of-office-message-for-a-shared-mailbox?hsLang=en)**

---

### **What is a shared mailbox?**

A shared mailbox is a that multiple people can access and use together. It allows a team to read, send, and manage email from a single email address, such as support@ or info@, without needing a separate login. Shared mailboxes are commonly used for group communication, customer service, or any scenario where several staff members need to collaborate on incoming messages. They also include a shared calendar, enabling teams to coordinate schedules and appointments collectively.

---

### **How do I request a shared mailbox or access an existing one?**

If you require a shared mailbox for your role or team/department to receive and send emails from a generic account, or you need access to a shared mailbox that already exists, please raise a support ticket and the diocesan IT Team can process this for you.

---

### **How do I view a shared mailbox?**

#### **💻Outlook Desktop App**

When you have permission to access a shared mailbox, in most cases it will automatically appear in your Outlook desktop application within an hour of it being processed by the IT Team.

The shared email account will be displayed in the folder pane underneath your own mailbox.

The shared calendar will appear in the calendar list underneath your own calendars.

#### **⭐New Outlook**

**Tip**: Not sure if you're using New or Classic Outlook? See:

- **[Identify which Outlook version you are using \>](https://help.stalbansdiocese.org/outlook-id?hsLang=en)**

#### **![MicrosoftStore-OutlookForWindows-png](https://help.stalbansdiocese.org/hs-fs/hubfs/MicrosoftStore-OutlookForWindows-png.png?width=128&height=128&name=MicrosoftStore-OutlookForWindows-png.png)**

##### **Add Shared Mailbox / Resolve Missing Shared Mailboxes**

Due to a bug with the new Outlook app, shared mailboxes can intermittently disappear. To resolve:

1. Close and reopen the Outlook app and sign in if requested.
2. If a shared mailbox is still missing after a minute, add back it back manually... 
     1. ⚙️**Settings** \> **Accounts** \> **Shared with me**
     2. Select **+ Add**
     3. Enter the email address of the shared mailbox \> select **Continue**
     4. The shared mailbox will be displayed in the folder pane underneath your own mailbox.

![](https://help.stalbansdiocese.org/hs-fs/hubfs/image-png-Mar-19-2026-04-22-15-6701-PM.png?width=670&height=172&name=image-png-Mar-19-2026-04-22-15-6701-PM.png)

##### **Converting a Shared Mailbox to a full account**

You can manage a shared mailbox’s rules, categories, notifications, signatures, and automatic replies by converting it into a full account. This can also help resolve cases where the shared mailbox doesn’t appear correctly in the app. To convert:

⚙️**Settings** \> **Accounts** \> **Shared with me** \> select arrow down on the shared mailbox \> **Convert**

**![](https://help.stalbansdiocese.org/hs-fs/hubfs/image-png-Feb-02-2026-03-28-07-8094-PM.png?width=670&height=338&name=image-png-Feb-02-2026-03-28-07-8094-PM.png)**

#### **🌐Outlook on the Web (webmail)**

Shared mailboxes are not added to your account automatically in the internet browser version of Outlook. Please see the following article:

- **[How do I view and add a shared mailbox to Outlook on the Web? \>](https://help.stalbansdiocese.org/how-do-i-view-a-shared-mailbox-to-outlook-on-the-web?hsLang=en)**

#### **📲Outlook mobile app**

Shared mailboxes are not added to your account automatically in the mobile version of Outlook. Please see the following article:

- **[How do I add a shared mailbox to the Outlook mobile app? \>](https://help.stalbansdiocese.org/how-do-i-add-a-shared-mailbox-to-the-outlook-mobile-app?hsLang=en)**

---

### **How do I send from a shared mailbox email address?**

- **[Change the From field in Outlook Classic Desktop App \>](https://help.stalbansdiocese.org/how-do-i-send-an-email-from-another-email-address-in-outlook#outlook-desktop)**
- **[Change the From field in New Outlook app & Outlook on the Web \>](https://help.stalbansdiocese.org/how-do-i-send-an-email-from-another-email-address-in-outlook#outlook-on-the-web)**

---

### **Setting Out of Office / Automatic Replies**

- **[How can I set an out of office message for a shared mailbox? \>](https://help.stalbansdiocese.org/how-can-i-set-an-out-of-office-message-for-a-shared-mailbox?hsLang=en)**

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