Selecting the “From” Address for a Shared Mailbox in Microsoft Outlook
Purpose
This article provides step-by-step instructions for sending emails from a shared mailbox in Microsoft Outlook (Desktop and Web) and ensuring the correct “From” address is used.
Applies To
Microsoft Outlook for Windows
Outlook on the Web (OWA)
Microsoft 365 Shared Mailboxes
Instructions
1. Sending from a Shared Mailbox in Outlook Desktop
A. Show the “From” Field
Open Outlook.
Click New Email.
In the message window, go to the Options tab.
Click From to display the From field (if it’s not already visible).
B. Select the Shared Mailbox Address
Click the From drop-down.
If the shared mailbox address is listed, select it.
If not:
Click Other Email Address…
Choose From → find the shared mailbox, or manually type the address
C. Send the Email
Compose your message as usual.
Verify that the “From” address is the shared mailbox before sending.
💡 Tip: Outlook will remember the last “From” address used for future messages until changed.
2. Sending from a Shared Mailbox in Outlook on the Web (OWA)
Go to https://outlook.office.com
.
Click New mail.
If the From field is hidden:
Select the three dots (···) → Show From.
Click the From address and select the shared mailbox.
If not visible, choose Other email address… and search for it.
Compose and send your message.
📌 When replying from the shared mailbox’s inbox (instead of your personal inbox), Outlook automatically uses the shared mailbox as the “From” address.