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In Office 365, a shared mailbox is created as a group mailbox, and members are added to it with full rights and permissions to access it. With a shared mailbox, it becomes quite convenient for a group of users to send and receive emails from a common email address.
In Office 365, shared mailboxes do not require any separate license. Also, shared mailboxes are easily accessible in portable devices like mobiles, laptops, etc.
To use or access Office 365 shared mailbox in Outlook 2013 and Outlook 2016, the user must be a member of the shared mailbox (the Office 365 admin can add the user as a member).
Once the shared mailbox is added to Outlook 2016, you can perform the following:
Send mail from a shared mailbox
Your email will be sent by the specified shared mailbox address.
Open your Outlook application. Click the email you want to reply to. Click Reply. Select your Shared mailbox address from the From drop-down list. Type the message and then finally, click Send.
Open your Outlook application, then go to Calendar view at the bottom-left of the page. Select your shared mailbox. Make entries or edits in your shared mailbox calendar as per your need.
Note: All the members of the shared mailbox can create, view and manage calendar appointments. Each member would also be able to view the changes performed in the calendar.
Using a shared contacts list in Outlook is also quite easy. Just select the Peoples icon at the bottom left of the page, select your shared mailbox and view all the contacts with the details.
Note: All the members of the shared mailbox can access or export the contacts from the mailbox.
Users can access their Office 365 shared mailboxes in their mobiles by signing into their Office 365 account and going to Outlook on the web.
Note: Before accessing your Office 365 shared mailbox on your mobile phone, you need to add it to your Outlook web-app.
Office 365 users can access their shared mailboxes in Outlook (2013 and 2016). The members of the shared mailbox can send emails, reply to emails, access calendar, and access contact list.