Auto-Print From a Microsoft 365 Shared Mailbox

Orders come into orders@. Invoices into accounts@. Neither is a real person, so neither has a password, and that's exactly how Microsoft 365 shared mailboxes are meant to work.

AutoPrintEmail doesn't need one. You sign in as a user who can already open the shared mailbox, and add it from there. Each shared mailbox you add starts printing on its own.

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Table of Contents

• Before you start
• Add the shared mailbox
• Good to know

Before you start

• Give a user Full Access to the shared mailbox. In the Microsoft 365 admin center, open Teams & groups > Shared mailboxes, pick the mailbox and add the user under Members. New permissions can take a little while to apply.
• Connect that user with Microsoft sign-in. Shared mailboxes only work on an account connected with Sign in with Outlook/Microsoft 365, not with an app password. If sign-in asks for admin approval, see Microsoft 365 Asks for Admin Approval.
• It's Microsoft 365 only. Gmail and IMAP accounts don't have shared mailboxes in this sense. For Google, connect the group inbox directly or forward it.

Add the shared mailbox

1. In AutoPrintEmail, add an email account, pick Outlook/Microsoft 365 and sign in as the user with Full Access. You'll see Connected via outlook OAuth.

2. On the Mailboxes step, scroll to Shared Mailboxes (Optional).
3. Type the shared address, for example orders@yourcompany.com, and click Test Access.

4. Once it says Shared mailbox added, tick the folders to watch. The Inbox is picked for you.
5. Click Continue and finish the rest of the setup as usual.

Send a test email to the shared address and check it prints. Repeat steps 3 and 4 for each extra shared mailbox.

Already connected the account? Click Manage on it, open the Mailboxes tab and add the shared mailbox the same way, then click Save Changes.

Good to know

• No extra licence. One computer can watch the user's own mailbox and any number of shared mailboxes. You pay per computer, not per mailbox.
• "Cannot access shared mailbox" means Microsoft said no. Check the user is a member of that shared mailbox, give it a few minutes, then click Test Access again.
• Only want the shared mailbox to print? On the Mailboxes tab, untick the user's own folders and keep the shared mailbox ticked.
• Several printers? Rules work on shared mailbox email too. To send each address to its own printer, see Print Each Email Alias to Its Own Printer.