Outlook on the Web

A shared mailbox allows a group of people to easily monitor and send emails from a common email address, such as info@ku.lt. When a group member replies to a message received in the shared mailbox, the response is sent from the shared address rather than from the individual user.

If you want to monitor emails from both your primary mailbox and a shared mailbox at the same time, follow these steps. Each time you open Outlook on the web, the shared mailbox and its folders will automatically appear in the left navigation pane.

Steps to Add a Shared Mailbox:

1. Sign in to your account in Outlook on the web.
2. For Exchange Online Mailboxes:
   • In the left navigation pane, right-click Folders and select Add shared folder or mailbox.
3. For On-Premises Exchange Mailboxes:
   • In the left navigation pane, right-click your primary mailbox name (e.g., John Doe) and select Add shared folder or mailbox (Figure 1).

Figure 1: Adding a Shared Folder or Mailbox.

1. In the Add shared folder dialog box, enter the shared mailbox address (e.g., info@ku.lt).
2. Once added, the shared mailbox will appear in the left navigation pane, just like your primary mailbox.

Additional Information:

• You can expand or collapse shared mailbox folders just like your primary mailbox folders.
• To remove a shared mailbox from the list, right-click its name and select Remove shared folder.

To get notifications for new emails arriving in the shared mailbox’s Inbox, you need to open the shared mailbox in a separate browser window.

• Sign in to Outlook on the Web using your organizational account (e.g., john.doe@ku.lt).
• Click on Your Name in the Top Navigation Bar
  • From the dropdown menu, select Open another mailbox.
• Enter the Shared Mailbox Email Address
  • In the prompt, enter the shared mailbox email (e.g., info@ku.lt) and click Open.
• Access the Shared Mailbox in a New Window
  • A new Outlook session will open, allowing you to manage the shared mailbox separately.
  • You will now receive notifications for new emails in the shared mailbox’s Inbox.

Steps to Send an Email:

1. Open the New Message Window
   • Click New Mail at the top of the folder list.
2. Enable the "From" Field
   • Click ... (More Options) and select Show From (Figure 2).

Figure 1: "From" field display option.

• This allows you to choose the shared mailbox as the sender.

1. Add the Shared Mailbox Address to the "From" Field
   • The first time you use the shared mailbox, right-click the sender’s address in the From field and select Remove (Figure 3).

Figure 3: Changing the sender's address.

• Manually enter the shared email address (e.g., info@ku.lt).

1. Enter Recipient Details
   • In the To or Cc field, enter the recipients' email addresses.
   • If the contact is saved, Outlook will suggest their email automatically.
2. Compose and Send the Email
   • Add a subject and write your message.
   • Click Send when ready.

Steps to Reply to an Email:

1. Sign in to Outlook on the Web and Open the Shared Mailbox.

2. Locate and Open the Email you want to reply to.

3. Click "Reply" to start composing your response.

4. Enable the "From" Field

• Click ... (More Options) and select Show From (Figure 4).

"From" field display option.

5. Add the Shared Mailbox Address

• Right-click the sender’s address in the From field and select Remove (Figure 5).

Figure 5: Changing the sender's address.

• Enter the shared email address (e.g., info@ku.lt).

6. Write and Send the Reply

• Compose your response and click Send.
• From now on, the From field will automatically use the shared mailbox when replying from it.

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