Adding a shared mailbox to your phone

A shared mailbox makes it easy for a specific group of people to monitor and send email from a public email alias like techservices@clouddirect.net. When a person in the group replies to a message sent to the shared mailbox, the email appears to be from the shared mailbox, not from the individual user. You can also use the shared mailbox as a shared team calendar.

Note:
Your Office 365 administrator must first create the shared mailbox, and add you to the group of users, before you can use it.

If you use a shared mailbox, and would like to access it from your mobile device, then this can be done by adding an additional account. This article describes how to add a shared mailbox to your phone.

Prerequisites

The shared mailbox user must have "Send as" rights for the shared mailbox, set up in the Office 365 Admin centre

Related articles

• KB0010972, Creating a shared mailbox in Office 365
• KB0011033, Opening and using shared mailbox, calendar, or contacts, in Outlook
• KB0011032, Opening and using a shared mailbox in Outlook on the web

Adding a shared mailbox to your phone

To add a shared mailbox to your mobile device, proceed as follows.

1. On your mobile device, go to Settings.
2. Select Add Account.

Note:
Depending on your phone type, you may have to step through Settings > Manage Accounts, in order to reach the Add Account option.

3. Choose an account to set up by scrolling down the list of account types, and choosing to add an IMAP account.

Note:
Internet Message Access Protocol (IMAP) is an Internet standard protocol used by e-mail clients to retrieve e-mail messages from a mail server over a TCP/IP connection.
It is important to add a new IMAP account and NOT an Exchange account. The option to add an IMAP account may be listed as IMAP account, or may be found under Other.

4. When prompted, enter your shared email address, and password.

Your username and password are authenticated. If your email server settings are available, your device will attempt to complete the setup process automatically. If you need to enter the settings manually, then you will be prompted to enter your Incoming Server settings.

5. Enter your Incoming Server settings as per the table below.
   1. Replace the items in red with the name of the shared mailbox
   2. Replace the items in green with your company domain

Your device will attempt to connect to the Incoming Server with the settings you have entered. If unsuccessful, you will be prompted to Edit details; confirm your settings and try again. If the connection is successful you will be taken to the Outgoing Server settings screen.

6. Enter your Outgoing Server settings as per the table below.
   1. Replace the items in red with your username.
   2. Replace the items in green with your company domain.

Your device will attempt to connect to the Outgoing Server with the settings you have entered. If unsuccessful, you will be prompted to Edit details, confirm your settings, and try again.

If the connection is successful you will be taken to the email sync page where you may configure how often your email will sync, and other options such as notification when an email arrives, or automatically download attachments.

Your account is now set up on your phone and ready to send and receive emails.