Office Support / Office 365 Admin / Email

Site mailboxes

A site mailbox lets you and your team save and access all content from a shared project in a single location that can be accessed only by site members. After one project member files email or documents using the site mailbox, any project member can access the content. Site mailboxes are accessed through Outlook 2013 as well as SharePoint, and they give you easy access to the email and documents for your team projects. If you don’t have Outlook 2013, you can view the same content directly from the SharePoint site.

You can’t view site mailboxes from Outlook Web App. However, you can use Outlook Web App to do the following:

  • Access the SharePoint site that hosts your site mailbox

  • View the owners of the site mailbox

  • Show or hide a site mailbox from Outlook 2013

To manage site mailboxes, click Settings Settings icon > Options > Site mailboxes.

In this article

My site mailboxes tab

Information pane

Show or hide a site mailbox in Outlook

Ensure that email is sent to the site mailbox

Forward a site mailbox document

My site mailboxes tab

The My site mailboxes tab shows you an overview of the site mailboxes you own or are a member of.

Item

Description

edit edit

Highlight a rule, and then click edit edit to view or edit the details of a site mailbox.

refresh refresh

Use this to refresh the list of site mailboxes.

Show in Outlook

Select the check box next to the site mailbox to show the site mailbox in Outlook 2013, or clear the check box to hide the site mailbox. Your choice will apply to Outlook 2013 on all computers or devices that you use to access email. You can choose a maximum of 10 site mailboxes to show in Outlook.

Name

The name of the site mailbox.

Your role

The level of permission that you have in the site mailbox. The role is either Member or Owner. You manage site mailbox ownership and membership from the SharePoint site.

Status

The status of the site mailbox. The status will either be Active or Closed. The site mailbox status is managed from the SharePoint site.

Information pane

When you select one of the site mailboxes in the list, the information pane will show additional information about the site mailbox.

Item

Description

Email address

The email address of the site mailbox. You can click the email address to send an email message to the site mailbox using Outlook. If you want to send an email message using Outlook Web App, copy and paste the email address onto the To: line of a new email message.

SharePoint site

The URL of the SharePoint site that hosts the site mailbox. Click the link to go to the site mailbox in SharePoint.

Owners

The owners of the site mailbox.

Members

The number of members of the site mailbox.

Status

The status of the site mailbox. The status will either be Active or Closed. The site mailbox status is managed from the SharePoint site.

Site mailbox management

The Site mailbox management section describes how site mailboxes are managed.

Show or hide a site mailbox in Outlook

You can show a site mailbox in Outlook by selecting the Show in Outlook check box next to the name of the site mailbox, or hide the site mailbox by clearing the check box.

You can show up to 10 site mailboxes in Outlook 2013. After you’ve become a member or owner of 10 site mailboxes, new site mailboxes won’t show up in Outlook. If you’re a member of more than 10 active site mailboxes, you’ll need to hide some of them. Only site mailboxes with a status of Active will show in Outlook.

Ensure that email is sent to the site mailbox

To ensure that a copy of an important email discussion is kept in the site mailbox, add the email address of the site mailbox to the To: or Cc: line of the email message.

Forward a site mailbox document

After a document is stored on the SharePoint site, it’s is important to keep future edits on the official copy. The site mailbox offers an easy way to share the link to a document using the forward gesture.

  1. In the SharePoint site, select the document you want to forward.

  2. If you’re using a mouse, right-click the document and click Forward. If you’re using a touch device, select the document and tap Forward. Outlook 2013 will create a new email message with a link to the document.

If you don’t want to go to SharePoint to use the forward gesture, you can drag and drop documents from the documents folder of the site mailbox in Outlook 2013 into an email message.

Applies To: Outlook Web App for Office 365 Small Business, Outlook Web App, Outlook Web App for Office 365, Office 365 End User, Office 365 Admin, Office 365 operated by 21Vianet - End User, Outlook on the web for Office 365 Business, Office 365 operated by 21Vianet - Small Business Admin, Office 365 Small Business Admin, Office 365 operated by 21Vianet - Admin, Microsoft Outlook Web App for Office 365 operated by 21Vianet - Small Business



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