Sending an email from a Shared Mailbox account in Office 365

Sending an email from a Shared Mailbox account in Office 365 is often needed. In Outlook desktop client, the procedure is somewhat obscure, but at least it is consistent across the PC and Mac clients.  For Outlook web app (OWA), it is similar, but has a secret handshake – see below.

On the PC / Mac Outlook client, the procedure is roughly:

  1. Confirm you have “Send As” permission for the mailbox
  2. Add the shared mailbox as a shared folder by right clicking your mailbox on the left hand side and choosing “Add Shared Folder”.
  3. Create a new email
  4. If you do not see the From field, select from the ribbon menu Option-[Show Fields]-From
  5. Click on the From dropdown.
    • The first time your new from address will not be there.
    • Select Other E-mail address.
    • Enter the Shared Mailbox address
      Note that although it will accept any address, the mail system will not send from addresses that you do not have permission to.
    • After the first time, the new address should be in the dropdown list, select it.
  6. Prepare and send your mail.

Unfortunately, the current version (May 2016) of Outlook Web Access does not behave in the same way. The equivalent procedure is as follows:

  1. Confirm you have “Send As” permission for the mailbox
  2. Add the shared mailbox as a shared folder.
  3. Create a new email.
  4. If you do not see the From field, select the more < . . . >  – Show From
  5. Click on the From dropdown.
    • The first time your new from address will not be there. This is where things are unusual.
    • Right click on the From email address and choose Remove
    • Enter the Shared Mailbox address
      Note that although it will accept any address, the mail system will not send from addresses that you do not have permission to.
    • After the first time, the new address should be in the dropdown list, select it.
  6. Prepare and send your mail.

See the attached video demonstration.