Shared Mailboxes as Accounts in New Outlook for Windows
This article highlights the new functionality of shared mailboxes, allowing users to promote auto-mapped mailboxes with a simple button click, and non-auto-mapped mailboxes to be automatically added once appropriate permissions are verified, simplifying mailbox management, eliminating the need for administrative intervention and enhancing overall efficiency.
Microsoft will roll out the capability for users with Full Access to shared mailboxes to add these mailboxes as accounts in the new Outlook for Windows. This enhancement will enable users to directly manage settings such as categories, notifications, rules, and flags.
Deployment Stage Timeline
The project is scheduled to enter its Public Preview phase between early and mid-May 2025, allowing initial users to explore and provide feedback. A targeted release is planned for the period spanning late May to late June 2025, focusing on a controlled rollout. Full General Availability is expected between late July and late August 2025, making the offering accessible to a wider audience.
Affected Users:
- Clients with Full Access to shared mailboxes or Send As permissions to another user's mailbox
- Clients leveraging the modern Viewpoint for Windows
Feature Overview:
As a part of this rollout, clients who have Full Access to authorizations will be able to include a shared mail box as an account in Viewpoint for Windows. This alter gives coordinate access to mailbox-specific setup settings.
Key Scenarios:
- Auto mapped Mailboxes:
Users will see a “Promote” button inside the Shared with Me settings page. Clicking this button will permit them to change over the shared mail box into an account.
- Non-Auto mapped Mailboxes:
In situations where automapping is crippled, shared mailboxes will be naturally included as accounts when clients physically include the mail box and fitting consents are verified.
Benefits:
Once included as an account, clients will be able to oversee all settings related to the shared letter box, such as:
- Mail categories
- Notices and alerts
- Inbox rules and filters
- Signatures
This usefulness adjusts with the involvement right now accessible in classic Viewpoint for Windows and Viewpoint Web App (OWA) through the Open, another mail box feature.
Required Activities:
- Before you can actually use the shared mailbox, your IT administrator needs to add you as a member with the necessary permissions.
To access a shared mailbox in the “New” Outlook, look for the 'Shared with me' folder on the left hand navigation pane. Expand it and check if the shared mailbox is there already, if not right click and select 'add shared folder or mailbox', a dialog window will appear letting you enter the mailbox you wish to add.
