Departmental Shared Mailbox - Sending Email

Summary

The follow steps detail how to access mail within a department or shared inbox, and common issues and troubleshooting.

Finding Sent Items

Sent items from departmental shared mailboxes are placed in the user's personal mailbox by default. If sent items from a departmental shared mailbox need to be located, the individual who sent hem will need to check their personal mailbox Sent Items folder.

Sending Email from Departmental/ Shared Mailbox

If you have setup a shared mailbox in Outlook for Windows, you can change who new messages are sent from on a per-message basis with the following steps. These instructions are for the Outlook desktop application on Windows. You can also send messages from a shared mailbox via the Outlook Web App. For more information please see th related article Departmental Mailbox Access & Setup.

Click the New Email button to open a blank message.
Click the Options tab in the new message.
Click From in the Show Fields section. This will add that option to your messages, including all future messages.
Click the From button next to the field, and select Other Email Address. Any email addresses you've previously added to this field will show up as options as well.
Enter the full email address of your departmental mailbox and click OK.
Click the From button to choose the shared address from which you'd like to send the message. You will see the email address chosen reflected in the From field.

Troubleshooting

If you are having issues sending emails from a departmental or shared inbox, it may be caused by the way you have it setup in Outlook. (Note: This solution only works for Outlook Desktop. Outlook Web App issues may be caused by account errors.)

Check to see how your account is setup

First, you need to find out how your departmental account is setup in Outlook.

macOS

Open Outlook and click on File in the top left then click Settings.
Click on Accounts.
If your departmental inbox is shown here, then it is set up incorrectly and will not allow you to send emails from the inbox. This will require you to follow instructions in the related article Departmental Mailbox Access & Setup.

Windows

Open Outlook and click on File.
If your departmental inbox is shown here, then it is set up incorrectly and will not allow you to send emails from the inbox. This will require you to follow instructions in the related article Departmental Mailbox Access & Setup.