Adding shared mailbox on Mac: a step-by-step guide

In the modern work environment is efficient communication essential. A shared mailbox can help with that. But what exactly is a shared mailbox? And why would you want to use one? In this tutorial, you will learn step by step how to add a shared mailbox on a Mac.

Adding shared mailbox on Mac: a step-by-step guide


What do you need?

Before you start setting up a shared mailbox on your Mac, there are a few things you'll need. First of all, you need a Mac computer running macOS Mojave or later. In addition, you must have an e-mail account with a service that supports shared mailboxes, such as Office 365 or G Suite. Finally, you need the login credentials for both your personal e-mail account and the shared mailbox.


Check your email service

Check if your e-mail service supports shared mailboxes. This is crucial because not all e-mail services offer this functionality. For this article, we will assume Office 365 as an example, but the steps are similar for other services.


Preparation of login credentials and server settings

It is important to make sure you have the correct login credentials and server settings on hand. This will make the installation process much easier. If you do not have this information, contact your IT department or the administrator of your e-mail service.



Accessing the shared mailbox

Login to your email account

Now that you have everything prepared, it's time to access the shared mailbox. First, log in to your e-mail account through the web browser. You do this by going to your email service website and entering your login information.


Settings and management center

Once logged in, go to your email service settings or management center. For Office 365, you'll find this under "Admin" or "Administration Center. Here you look for the shared mailbox option and select it. This is where you can manage and set up the shared mailbox.


Create shared mailbox

If you don't already have the shared mailbox, you need to create it first. You do this by clicking "New Shared Mailbox" and entering the required information, such as the mailbox name and email address. Once the shared mailbox is created, you can proceed to the next step: setting up the shared mailbox on your Mac Mail.



Set up shared mailbox on Mac Mail

Open Mail app and add account

Now that you have access to the shared mailbox, it's time to set it up on your Mac Mail. Open the Mail app on your Mac. You do this by clicking on the Mail icon in your dock. Once open, click on "Mail" in the menu bar and select "Accounts.


Configure new account

Click the '+' sign to add a new account. Then select "Other Mail account..." and click "Continue. Enter the name, email address (of the shared mailbox), and password. Click 'Log in.


Configuring server settings

Now you need to configure the server settings. This is a crucial step to ensure that your emails are sent and received correctly. For the incoming mail server, enter '' (replace 'domain' with your own domain). For the outgoing mail server, enter ''. Click 'Log in' and wait for the configuration to complete. If everything is set up correctly, you should now have access to the shared mailbox in your Mail app.



Granting access to team members

Adding users via web browser

Now that the shared mailbox is set up on your Mac, you probably want to give other team members access. Log back into your e-mail account via the web browser. Go to the shared mailbox settings and select "Manage Permissions.


Assign roles and permissions

Add the email addresses of the team members who need access. You do this by entering their email addresses and clicking "Add. Then assign the appropriate roles and permissions. For example, you can give certain team members read-only privileges, while giving others full management privileges.


Importance of proper consents

Managing permissions is important to ensure that everyone has proper access to the shared mailbox. Be sure to set roles and permissions carefully so there is no confusion or problems. If everyone has proper access, your team can collaborate and communicate efficiently through the shared mailbox.




Common problems and solutions

Although installation usually goes smoothly, sometimes problems can occur. Here are some common problems and their solutions:


Problems logging in: Check that you have entered the correct login credentials and that the server settings are correct. Another possible cause could be a temporary glitch in your e-mail service. Check the status of the service and try again later.


Synchronization issues: Make sure your Internet connection is stable and that you are using the latest version of macOS. If the problems persist, check for conflicting settings in your Mail app.

Incorrectly displayed emails: Sometimes emails may not display correctly due to incorrect display settings. Adjust the display settings in your Mail app to solve this problem.


Extra help and support

If you need more help, there are plenty of resources available, including Apple's support pages and user forums. Here you can often find solutions to specific problems or ask questions of other users who may have had the same problem.




Key points summarized

You have now learned how to set up a shared mailbox on your Mac. This can help your team work more efficiently and improve communication. By setting up the shared mailbox correctly and granting access to the appropriate team members, your team can more easily collaborate and better manage important emails.


Benefits of a shared mailbox

A shared mailbox can significantly improve communication and collaboration within your team. It allows everyone to see the same information and quickly respond to important messages. This prevents messages from getting lost and ensures everyone stays on top of important updates.

Frequently Asked Questions

Yes, you can add multiple shared mailboxes to your Mac Mail. Follow the same steps for each shared mailbox you want to add. Make sure you have the correct login credentials and server settings for each mailbox.

If the shared mailbox does not sync, check that your Internet connection is stable and that you have entered the correct server settings. Make sure you are using the latest version of macOS. If the problem persists, try deleting the account and adding it again.

You can manage users' permissions and roles through your email service's management center. Log in to your email account via web browser, go to the shared mailbox settings and select "Manage Permissions. Here you can add team members' email addresses and assign the desired permissions.

If you cannot access the shared mailbox, make sure you have entered the correct login credentials and server settings. Also check that your account has been given the proper permissions by the administrator. Contact your IT department or email service administrator if the problem persists.

Yes, you can send emails from the shared mailbox through your Mac Mail. Make sure you have set up the shared mailbox correctly and that you have entered the correct outgoing mail server settings. When you set up a new e-mail, you can select the shared mailbox as the sender.

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