How to Send Email from Shared Mailbox: A Comprehensive Guide

Setting up a shared mailbox in Outlook

To open and use a shared mailbox in Outlook, first create it in Microsoft 365 admin center, then add it to Outlook for team access. How to send email from shared mailbox: Open the shared mailbox in Outlook, compose a new email, and select the shared mailbox as the sender. Open and use shared mailbox in Outlook by accessing it from the folder list or adding it as a separate account. Add shared mailbox in Outlook through account settings or automatic configuration. Configure shared mailbox in Dynamics 365 by setting it up in CRM settings. These steps allow teams to collaborate using a shared mailbox in Outlook and integrate it with Dynamics 365.

Creating a shared mailbox

To set up a shared mailbox:

• Create in Microsoft 365 admin center:

  • Sign in as a global admin or Exchange admin
  • Go to Groups > Shared mailboxes
  • Click Add a mailbox
  • Enter the mailbox name and email address
  • Add members who will have access

• Configure sent items:

  • Set up the mailbox to save sent emails to the shared mailbox

• Assign licenses:

  • Ensure each user has a Microsoft 365 subscription to access the shared mailbox

Adding shared mailbox to Outlook

To add shared mailbox in Outlook and use it:

• Outlook desktop app:

  • The shared mailbox should automatically appear if permissions are set correctly

• Outlook on the web:

  • Sign in to Outlook
  • Right-click Folders
  • Select Add shared folder
  • Enter the shared mailbox email address
  • Click Add

• Outlook mobile app:

  • Launch Outlook
  • Go to Settings > Accounts
  • Select the shared mailbox
  • Choose Delete Account to remove it if needed

Using the shared mailbox

To open and use shared mailbox in Outlook effectively:

• How to send email from shared mailbox:

  • Go to Home tab
  • Select New Email
  • Choose the shared mailbox from the From dropdown
  • Compose and send the message

• Accessing shared calendar:

  • Select Calendar > My Calendars > shared calendar

• Viewing shared contacts:

  • Select People > My Contacts > shared contacts folder

Configuring shared mailbox in Dynamics 365

To configure shared mailbox in Dynamics 365:

• Add Exchange mailbox to CRM:

  • Navigate to CRM settings
  • Configure the shared mailbox as an Exchange mailbox

• Link to users or queues:

  • Associate the mailbox with appropriate CRM users or queues

• Set up email routing:

  • Configure email routing rules to direct messages to the correct entities or workflows in Dynamics 365

Benefits of shared mailboxes

Using shared mailboxes offers several advantages:

• Improved collaboration: Multiple team members can access and respond to emails, enhancing customer service and team communication

• Centralized information: Shared calendars and contact lists keep all team members informed of ongoing conversations and customer interactions

• Cost-effective: Shared mailboxes don't require additional licenses, making them a budget-friendly option for team email management

Sending emails from a shared mailbox

To send mail from shared mailbox, add "send-as" permission for the account running the connection on the shared mailbox in Exchange admin center. In Power Automate, use the "Send an email v2" action and set the "send as" field to the shared mailbox name under advanced options. This method allows you to send mail from shared mailbox without the "on behalf of" message.

How to send email from shared mailbox

Configuring permissions

• Add "send-as" permission: In the Exchange admin center, grant "send-as" permission to the account that will be running the Power Automate connection for the shared mailbox
• Exchange administrator access: Ensure the user configuring the permissions has at least Exchange administrator privileges to send as shared mailbox
• Consider using a service account: It's recommended to use a service account for running the Power Automate connection to send on behalf of shared mailbox

Power Automate configuration

• Use "Send an email v2" action: In your Power Automate flow, utilize the "Send an email v2" card action to send email from shared mailbox
• Set "send as" field: Under "show advanced options" at the bottom of the action, set the "send as" field to the shared mailbox name to send mail from shared mailbox
• Reply-to field: When configured correctly, you don't need to set the "reply to" field, as replies will automatically go to the shared mailbox

Troubleshooting

• Re-configure the flow: If issues arise when trying to send email from shared mailbox without on behalf, try re-jiggering the flow by swapping out the connection ownership
• Remove and re-add send-as box: In case of persistent problems, remove and then re-add the send-as box in the flow to ensure you can send as shared mailbox

Benefits of using shared mailboxes

• Collaborative access: Shared mailboxes allow multiple users to access the same email address, ideal for functions like customer service or support
• Included calendar: Shared mailboxes come with a calendar that can be used for team collaboration when you send on behalf of shared mailbox
• Cost-effective: Unlike individual user mailboxes, shared mailboxes don't require additional licenses, potentially saving on licensing costs when you send mail from shared mailbox

Security considerations

• Lack of multi-factor authentication: Shared mailboxes don't support multi-factor authentication (MFA), which can pose security risks when you send email from shared mailbox
• No email encryption: Emails sent from shared mailboxes cannot be encrypted, as they lack the necessary context for key assignment
• Access management: When a user's role changes, their access to the shared mailbox can be easily removed without affecting their login credentials

Alternatives to consider

• Microsoft 365 Groups: For collaboration needs that extend beyond email, consider using Microsoft 365 Groups, which offer additional features like SharePoint integration and Planner
• Distribution groups: If the primary need is for broadcasting information to a set group of people, distribution groups might be a better option than learning how to send email from shared mailbox

Advanced techniques for shared mailbox emails

To send email from shared mailbox by default, configure Outlook settings or use Power Automate for automated sending. In Outlook, set the shared mailbox as the default "From" address. For Power Automate, create a flow that sends emails from the shared mailbox. Manage shared mailbox permissions to control access. In Outlook Web App, select the shared mailbox when composing new messages. Use mail merge to send bulk emails from a shared mailbox. These methods enable users to send email from shared mailbox by default in various Microsoft Office applications and scenarios.

Setting up shared mailbox as default sender in Outlook

• Add as additional account: To send email from shared mailbox by default in Outlook, add it as an additional account via File -> Add account, not as an additional mailbox or using automapping
• First-time setup: Users must select the shared mailbox address from the Global Address List (GAL) the first time it's used; it will then be available in the "From" dropdown list for sending emails
• Troubleshooting: If you can't send email from shared mailbox, select "Other" and locate it in the list of O365 mailboxes

Sending emails from shared mailbox in Power Automate

• Grant "send-as" permission: To send email from shared mailbox in Power Automate, add "send-as" permission for the account running the connection on the mailbox in the Exchange admin center
• Configure "Send an email V2" action: In the "Send an email V2" action, set the "send as" field to the shared mailbox you want to use for sending
• Troubleshooting: If issues arise when trying to send email from shared mailbox in Power Automate, try re-jiggering the flow by swapping out the connection ownership and removing and re-adding the send-as box in the flow

Managing shared mailbox permissions

• Full Access permission: Grants users the ability to open the shared mailbox, act as the owner, create calendar items, read, view, delete, and change email messages
• Send As permission: Allows users to impersonate the shared mailbox when sending mail
• Send on Behalf permission: Enables users to send email on behalf of the shared mailbox

Automating shared mailbox tasks

• Power Automate and Azure Automation: Use Power Automate and Azure Automation to create flows for automating shared mailbox creation and granting access
• Self-service capabilities: Implement a system where users can request mailboxes through a SharePoint Online list, triggering an automated approval and creation process
• Expand automation: Consider automating additional tasks such as permissions, archive, distribution lists, O365 groups, reports, and licensing

Optimizing shared mailbox usage

• Save sent emails to shared mailbox: Edit mailbox settings in the admin center to turn on Copy items sent as this mailbox and Copy items sent on behalf of this mailbox
• Shared calendar: Utilize the integrated shared calendar for team coordination and appointment tracking
• Block unauthorized access: Prevent unauthorized access by blocking sign-in for the account associated with the shared mailbox in the Office 365 admin center

Sending from shared mailbox in Outlook Web App

• Access Outlook Web App: To send email from shared mailbox in Outlook Web App, log in to your Office 365 account and open Outlook Web App
• Select shared mailbox: Click on your profile picture and choose the shared mailbox from the dropdown menu
• Compose and send: Compose your email as usual and send it from the shared mailbox

Using mail merge with shared mailbox

• Prepare data source: Create a spreadsheet with recipient information for your mail merge
• Set up mail merge: In Word, go to Mailings > Start Mail Merge > Step-by-Step Mail Merge Wizard
• Choose sender: When sending the merged emails, select the shared mailbox as the sender to send email from shared mailbox using mail merge

FAQ

How do I set up a shared mailbox in Outlook?

Create the shared mailbox in Microsoft 365 admin center, then add it to Outlook. It should appear automatically in Outlook desktop app if permissions are set correctly.

Can I send emails from a shared mailbox without the 'on behalf of' tag?

Yes, by granting 'send-as' permission to the account in Exchange admin center. Then, use the 'Send an email v2' action in Power Automate and set the 'send as' field to the shared mailbox name.

What's the process for sending emails from a shared mailbox by default?

In Outlook, add the shared mailbox as an additional account via File -> Add account. Select it from the Global Address List the first time, and it will then be available in the 'From' dropdown for sending emails.

How can I use Power Automate with a shared mailbox?

Grant 'send-as' permission for the account running the connection, then use the 'Send an email V2' action in Power Automate. Set the 'send as' field to the shared mailbox you want to use for sending.

Is it possible to use mail merge with a shared mailbox?

Yes, prepare your data source, set up mail merge in Word, and when sending the merged emails, select the shared mailbox as the sender.