Benefits and How to Request a Shared Mailbox

A shared mailbox in Microsoft 365 allows a group of people to send, receive, and manage email from a single address, without requiring a separate login or license. This article explains what a shared mailbox is, the benefits it offers, how to request one, and how to access it in Outlook.

What Is a Shared Mailbox?

A shared mailbox is a special type of mailbox in Microsoft 365 that is not tied to a single individual. Instead, it has its own email address (for example, itc-support@dartmouth.edu) and can be accessed by any team member who has been granted permission, using their own Dartmouth credentials.

Shared mailboxes are ideal for teams, departments, or functions where multiple people need to monitor and respond to the same inbox, such as a departmental help line, a project team, or an administrative office.

Benefits of a Shared Mailbox

• No additional license or password required; members access it through their own account.
• Emails sent from the shared mailbox display the shared address, keeping communications professional and consistent.
• All members see the same inbox, sent items, and folders, making it easy to coordinate responses.
• When someone leaves your team, their messages stay in the shared mailbox -- no lost history.
• No Duo MFA setup needed for the mailbox itself, since authentication happens through each member's own account.
• Reduces reliance on shared passwords or bypassed accounts, improving security for your whole team.

How to Request an Account to be Made into a Shared Mailbox

To request an existing mailbox be provided delegation access, submit a ticket to ITC Client Services. A consultant will follow up to confirm the mailbox address, display name, and which accounts should have access.

Submit a Request

1. Visit the ITC Service Portal: Submit a Ticket
2. In your ticket, include:

• The desired email address that will be provided delegate access
• The Dartmouth accounts that should have access and if they should have full permissions

3. ITC will modify the and notify you when it is ready.

Request a New Shared Mailbox

To request a new mailbox we recommend using Microsoft o365 Groups. Microsoft o365 Groups allow individuals to manage the membership and settings. These groups have additional resources provided to them that make for a more collaborative workspace, including a Sharepoint Site and Teams. These features do not need to be used but are available for convenience. For more information and how to create Microsoft o365 Group please the article:

Article - Microsoft Office 365 Groups...

Submit a Request for a New Shared Mailbox

A new shared mailbox can still be requested if you find that a Microsoft o365 group does not meet your needs. If that is the case, please follow the steps below:

1. Visit the ITC Service Portal: Submit a Ticket
2. In your ticket, include:

• The desired email address
• A display name (how the mailbox will appear to recipients).
• The Dartmouth accounts that should have access.

3. ITC will create the mailbox and notify you when it is ready.

How to Access a Shared Mailbox

Once ITC has granted you access, you can open the shared mailbox in Outlook on the web or Outlook desktop. You do not need a separate password -- it will appear using your own Dartmouth login.

Outlook on the Web (OWA)

1. Sign in to Outlook on the web at

• outlook.office.com using your Dartmouth credentials.

2. Right-click your name or the Folders section in the left panel and select Add shared folder or mailbox.
3. Type the name or email address of the shared mailbox and select it from the results.
4. The shared mailbox will appear in the left panel under your own folders. Select it to open it.

Outlook Desktop (Windows and Mac)

If your Dartmouth account is configured in Outlook desktop, shared mailboxes you have been granted access to will often appear automatically. If the mailbox does not appear, follow the steps below.

1. Open Outlook and select File > Account Settings > Account Settings.
2. Select your Dartmouth account and click Change.
3. Click More Settings, then select the Advanced tab.
4. Under Mailboxes, click Add and enter the name or email address of the shared mailbox.
5. Click OK and then Next to complete the setup. The shared mailbox will appear in the left panel.

External Resources

• Submit a Ticket - ITC Service Portal
• Open and Use a Shared Mailbox in Outlook - Microsoft Support

See Related Articles to the right for more information.