How to Add the "From" Field in Outlook When Sending from a Shared Mailbox

When composing a new email from a shared mailbox in Microsoft Outlook, it’s essential to display the "From" field so you can select the correct sending address. Follow the steps below to enable and use this feature correctly.

Step-by-Step Instructions🔹 Step 1: Open a New Email

• Open Microsoft Outlook.
• Click New Email to open a blank message window.

🔹 Step 2: Show the "From" Field

• In the new message window, click the Options tab on the ribbon.
• Select From in the "Show Fields" group.
• The "From" field will now be visible above the "To" field in your email.

🔹 Step 3: Select or Add the Shared Mailbox

• Click the From dropdown in the message window.
• If the shared mailbox is already listed, simply select it.
• If it's not listed (first-time use):
• Click Other Email Address.
• In the "Send From Other Email Address" dialog box, click From.
• Manually type the email address of the shared mailbox.
• Click OK.

Important Note:

• The first time you send from a shared mailbox, it won’t automatically appear in the "From" dropdown.
• As long as you have the correct Send As or Send on Behalf permissions, Outlook will successfully send the email.
• After the first successful send, the shared mailbox address will be remembered and appear in the dropdown for future use.

🔹 Step 4: Compose and Send Your Email

• Write your message as usual.
• Ensure the "From" field displays the correct shared mailbox address.
• Click Send.

Critical Warning: Double-Check the "From" Address

Always verify which address is selected in the "From" field before sending.

• When multiple email addresses appear in the dropdown, it’s easy to accidentally send personal or sensitive information from a shared company mailbox.
• This mistake could result in confidential or unintended content being shared with coworkers, clients, or external contacts.
• Take a moment to confirm you're using the correct "From" address, especially if you regularly switch between personal, departmental, and shared mailboxes.