Shared Mailbox Connections for Office 365 and Google

Levitate users with Google or Office 365 email addresses can connect a shared or alias mailbox to their account and send campaigns from it — either as the account-wide default or on a per-campaign basis.

In order to connect to a shared mailbox, your personal email address must already be connected to Levitate, and you must have access to the shared mailbox from that account. Connect to Levitate using the personal address that has access to the shared inbox — not the shared inbox address itself.

Setting Up Your Shared Mailbox

You can configure your shared mailbox directly in your Profile Settings.

  1. In Levitate, open Settings and go to the Profile tab.
  2. Scroll to the Shared Mailbox section and check the enable box.
  3. Enter the shared mailbox email address (e.g., team@company.com) and an optional display name, then click Save shared mailbox.

Office 365 users: After saving, a banner prompts you to reconnect your Office 365 account. This grants the permission needed to send from the shared address. Click Reconnect Office 365 and complete sign-in with your personal account (the one that has access to the shared mailbox). Levitate automatically verifies the connection when you return.

Gmail users: No reconnect is required. The shared mailbox is available immediately after saving.

Use the Send test email button in the Shared Mailbox settings section to confirm the connection is working.

Choosing a Send-from Address for Campaigns

When your shared mailbox is configured, the email campaign composer shows a Send from: dropdown. Select your primary address or your shared mailbox address for each campaign individually. The dropdown defaults to your primary address — choosing the shared mailbox is an explicit selection per campaign.

Note: If your Office 365 reconnect is still pending, the shared mailbox option appears in the dropdown but is disabled until you complete the reconnect in Settings.

FAQs

Q: Can I connect to a distribution group rather than a shared inbox?

A: No. Distribution lists and distribution groups are not supported as sending addresses. Only true shared mailboxes (those that appear in your Outlook sidebar or are delegated in Gmail) are supported.

Q: Does enabling the shared mailbox change how my existing campaigns send?

A: No. The campaign composer defaults to your primary address. Sending from the shared mailbox is an explicit choice you make per campaign using the Send from dropdown. Automations and one-off emails are not affected by the shared mailbox setting.

Q: Can I send from the shared mailbox on automations?

A: Not at this time. The per-campaign send-from selection applies to campaigns only; automations continue to use your account's configured send-from address.

Q: Will connecting to a shared mailbox change the calendar connection?

A: No. The calendar will stay connected to the original connected email address used on the account. If you'd like to change the calendar being referenced, and are a Google or Office365 user, send in a ticket to Support to see if it can be connected.

Do I need a shared mailbox setup?

  1. Do multiple people access this email?
    • YES → Shared Mailbox
    • NO → Regular Connection
  2. Do you log into this email with YOUR OWN password?
    • YES (my own password) → Regular Connection
    • NO (someone else's password or special shared password) → Shared Mailbox
  3. Does this email appear in YOUR Outlook/Gmail automatically?
    • YES (appears in my sidebar without extra setup) → Shared Mailbox
    • NO (I have to log in separately) → Separate Account

For Office 365

  1. Open Outlook
  2. Look at the left sidebar
  3. Shared Mailbox: Appears below your main inbox automatically
  4. Separate Account: Must add as a separate account or it doesn't appear

For Google Workspace

  1. Check Gmail settings
  2. Shared/Delegated: Under "Accounts" → "Grant access to your account."
  3. Separate: Has own login at gmail.com

What is a Shared Mailbox?

A shared mailbox is a specialized email address (e.g., info@company.com) that multiple users can access to read, send, and manage messages from a central location. It is ideal for teams, as it eliminates the need to share passwords, enables collaborative inbox management, and provides a shared calendar.

When to use shared mailboxes vs. personal email addresses

Use a shared inbox (e.g., support@, info@) for collaborative, high-volume, or team-based communication, as it ensures transparency, reduces duplicate replies, and centralizes workflows. Use a personal inbox (e.g., name@) for individual, private communication, and tasks requiring personal ownership or confidentiality.

  • Supported Email Servers:
    • Office 365 (true O365, not Exchange)
    • Gmail/Google Workspace
  • Not Supported:
    • Exchange Server (on-premises or hosted)
    • All other providers

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