Why shared mailboxes in Outlook cause so much frustration

Recognizable? This often went wrong:

❌ Now where are those shared mailboxes?
❌ Why can’t I set rules?
❌ Where did my signature go?
❌ Why does it feel like I’m looking for my keys?

It sounds like a minor inconvenience, but if you collaborate daily in shared mailboxes for customer service, sales or support, for example, it takes time. A lot of time.

 

Good news: Outlook has listened

As of May 2025, shared mailboxes in the new Outlook for Windows will finally become full-fledged mailboxes. Meaning:

✅ You can set rules (such as auto-forwarding or color coding)
✅ Categories are back on the scene
✅ Signatures stay neat and tidy

So quite an improvement. But…

 

Do you actually know who can do what with which mailbox?

Who has access to which mailbox?
Or who all can email on behalf of whom?

These are questions that surprisingly often go unanswered. And therein lies the risk.

At ALTA-ICT, we help SMBs every day with:

Gain visibility into who has access to which mailbox
Make agreements about who can do what with e-mail
Prevent sensitive info from accidentally leaking out

 

Poll on LinkedIn¹:

Are you already working with the new Outlook? How does it work with shared mailboxes?

• ✅ Works fine – no complaints (34%)

• ❌ Frustrating – always searching (15%)

• Do not use (consciously) (28%)

• ️ Still on the old Outlook (23%)

So not everyone is already converted. Time to take a closer look at that?

 

Recognizable? Let it be known

Send a message – we’d love to think with you.

 

Reference

¹ https://www.linkedin.com/posts/altaict_mkb-mkb-microsoft365-activity-7325127088305332224-DTAs