Create a shared mailbox in Microsoft 365 and log in / access it

How to Create a Shared Mailbox in Microsoft 365

Step 1: Sign in to Microsoft 365 Admin Center

Go to: https://admin.microsoft.com Use an account with Global Admin or Exchange Admin privileges.

---

Step 2: Create the Shared Mailbox

1. In the left menu, go to: Teams & groups → Active teams & groups

2. Click Add a group.

3. Under Choose a group type, select Shared mailbox.

4. Enter:

   • Name of the shared mailbox

   • Email address (e.g., [e-mail])

5. Click Create.

---

Step 3: Assign Members (Full Access & Send as Permissions)

After the mailbox is created:

1. Open the shared mailbox from the list.

2. Under Members, click Edit.

3. Add the users who should access the mailbox.

By default, this gives:

• Full Access – open and read email.

• Send As – send emails as the shared mailbox address.

If needed, verify permissions in: Exchange admin center → Recipients → Shared

---

How Users Can Access / Log In to a Shared Mailbox

Shared mailboxes do not have passwords and cannot be logged into directly like a user mailbox.

Users access them through their own mailboxes.

---

Option 1: Using Outlook Desktop

Once permissions propagate (can take 5–30 minutes):

1. Restart Outlook.

2. The shared mailbox should automatically appear in the user’s folder list on the left side.

   • It appears as: Shared Mailbox Name (with Inbox, Sent Items, etc.)

If it doesn't appear automatically:

• Go to File → Account Settings → Account Settings

• Select your mailbox → Change

• More Settings → Advanced → Add

• Enter the shared mailbox name and click OK

---

Option 2: Using Outlook Web (OWA)

Method A: Open shared mailbox directly

1. Go to: https://outlook.office.com

2. Click your profile photo (top right) → Open another mailbox

3. Enter the shared mailbox email → Open

Method B: Add it to your OWA sidebar

1. Right-click Folders

2. Choose Add shared folder

3. Type the shared mailbox name

4. Click Add

---

Option 3: Access via Mobile (Outlook App)

You cannot "log in" directly, but you can add it as a shared mailbox:

1. In the Outlook mobile app, go to Settings

2. Tap the main account

3. Select Add Shared Mailbox

4. Enter the shared mailbox email