You need to send emails from a shared team mailbox using your own Outlook. The Send As permission lets you do this, making your messages appear to come directly from the shared address. This feature is managed through your Microsoft 365 admin tools, not within Outlook itself. This article explains how an administrator grants the permission and how you then add the shared mailbox to your Outlook to start sending.
Key Takeaways: Granting Send As Permission for a Shared Mailbox
- Microsoft 365 Admin Center > Users > Active users > Mailbox permissions: An administrator uses this path to assign the Send As right to a specific user for the shared mailbox.
- File > Account Settings > Account Settings > Change > More Settings > Advanced > Add: This is the Outlook client path for adding the shared mailbox after permissions are granted.
- From field dropdown in a new email: After setup, you select the shared mailbox address here to send an email using its identity.
Understanding Send As Permission for Shared Mailboxes
A shared mailbox is an email inbox that multiple people can access. The Send As permission is a specific security right. When you have it, recipients see the email as sent by the shared mailbox, not by your personal account. This is essential for customer service, departmental, or info@ addresses where team members reply on behalf of the group.
You need a Microsoft 365 administrator to complete the first part. They must assign the permission in the admin center. Only after this step can you add the shared mailbox to your Outlook profile. Your Outlook must be connected to a Microsoft Exchange account, as this feature does not work with POP or IMAP accounts.
Difference Between Send As and Send on Behalf
Send As and Send on Behalf are different permissions. With Send As, the email appears to come solely from the shared mailbox. The recipient cannot see your name or personal email address. With Send on Behalf, the recipient sees “[Your Name] on behalf of [Shared Mailbox]” in the From line. The Send As permission provides a more seamless representation of the shared identity.
Steps to Grant and Configure Send As Permission
The process involves two main people: the administrator who grants the permission and the user who configures Outlook. Follow these steps in order.
Admin Steps in Microsoft 365 Admin Center
- Log in to the admin portal
Go to the Microsoft 365 admin center and sign in with an administrator account. - Navigate to user management
Expand Users in the left menu and select Active users. - Select the shared mailbox
Find and click on the name of the shared mailbox from the list of active users. - Open mailbox permissions
In the user details pane, select the Mailbox permissions tab. - Add Send As permission
Under Send as, select Edit. Click Add permissions, then search for and select the user who needs the right. Click Add and then Save to apply the change.
User Steps in Outlook Desktop Client
- Open Account Settings
In Outlook, go to File > Account Settings > Account Settings. - Access your email account settings
Select your primary Exchange account from the list and click Change. - Open More Settings
In the Change Account window, click More Settings. - Go to the Advanced tab
In the new dialog, select the Advanced tab. - Add the shared mailbox
Click the Add button under the Open these additional mailboxes section. Type the full email address of the shared mailbox and click OK. Restart Outlook for the change to take full effect.
Common Mistakes and Things to Avoid
Setting up Send As permissions can fail due to a few common errors. Avoid these to ensure a smooth setup.
User Tries to Add Mailbox Before Admin Grants Permission
You cannot add a shared mailbox in Outlook for sending unless the administrator first grants you the Send As right. If you try, you may only get read-only access to the inbox. Always confirm with your admin that the permission has been applied and has had time to propagate, which can take up to an hour.
Using the Wrong Outlook Account Type
The Send As feature for shared mailboxes requires a Microsoft Exchange Online or on-premises Exchange server connection. If your Outlook is set up with a POP3 or IMAP account for your email, this method will not work. You must have an Exchange account type listed in your Account Settings.
Not Selecting the Correct “From” Address
After setup, you must manually choose the shared address for each email. When composing a new message, click the From button. If you do not see it, go to Options > Show From. Select the shared mailbox email from the dropdown list. Forgetting this step sends the email from your personal account.
Send As vs Send on Behalf vs Full Access: Permission Comparison
| Item | Send As | Send on Behalf | Full Access |
|---|---|---|---|
| Primary Function | Send email appearing solely from the shared mailbox | Send email showing the user is acting for the mailbox | Open and read mailbox contents |
| Recipient Sees in From Field | Only the shared mailbox address (e.g., support@company.com) | Your name on behalf of shared mailbox | Not applicable for sending |
| Admin Center Setting | Under Mailbox permissions > Send as | Under Mailbox permissions > Send on behalf | Under Mailbox permissions > Read and manage |
| Outlook Configuration Needed | Add mailbox in Advanced settings | Add mailbox in Advanced settings | Add mailbox in Advanced settings or auto-map |
| Can Delete Others’ Items | No, unless also granted Full Access | No, unless also granted Full Access | Yes |
You can now send emails using your shared mailbox identity. Remember to always select the correct address from the From field when composing. For a more automated setup, ask your admin about converting the shared mailbox to a Microsoft 365 Group. A useful advanced tip is to create a separate Outlook profile dedicated to the shared mailbox to keep emails completely separate.