How make a shared mailbox a default for outgoing emails?

Question

Hi guys,

There is a company where reception desk team has their personal email accounts + a shared one reception@.
I was requested to set the shared mailbox address to be default for outgoing emails.
I licensed that shared mailbox, set as additional mailbox in Outlook profile and made it default.

However, it is default only when that shared mailbox is active in Outlook.
(When I say "that shared mailbox is active" it means I clicked on that shared mailbox in Outlook before clicking New Email).

Is it by design?
If yes then what can be done to make reception@ to be default for outgoing emails regardless of which mailbox is active in Outlook at any time?

Answer 1

Hi @Cloud_Geek_82 ,

Welcome to our forum!

According to your description, I noticed that you have set the licensed shared mailbox as additional mailbox in Outlook profile and made it as default account. As I know, to make it to be default for outgoing emails, you need to select the "Always use the default account when composing new messages" option via File > Options > Mail>Under Send Messages.

In this way, no matter whether you select the default account before creating a new email, the "From" field in the new email will display the account by default.

Hope to help you!

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Answer 2

Shared mailboxes will be auto-mapped to the primary account as you now see in outlook. But, in-order to support some of the features like the one you are looking for, you have to add the shared mailbox as a secondary mailbox in your outlook profile. Go to Outlook> File> Add Account as below and add the shared mailbox as a secondary account.
After adding the mailbox successfully, you can see the mailbox under Account settings. Make the shared mailbox as default there to set the default send address as needed

Answer 3

I am facing a new problem with this. Managed to add shared mailbox as default sender but it won't send anything, instead I get an error message: "ost file cannot be opened!"

I tried to change the shared mailbox to non-cached mode(somehow trying to reset/rebuild ost) but still it says ost cannot be opened...:-(

Answer 4

Just got this resolved .

Add the shared mailbox in outlook ( skip the name & password just type in the email address of shared mailbox ).

When it asks for password, click sign in with a different account and select the main user account.

once added, make it the default account.

Go to Options --> Mail --> Always use the default account when composing new messages.