Adding a shared mailbox in Outlook

Overview

Purpose: To guide users using Windows or Mac in adding a shared mailbox in classic, new and web version of outlook.

Audience: SD35 Staff

Estimated time to complete: 5 minutes
 

Shortcut Links
Prerequisites

  • Windows/Mac Laptop

  • Classic or New Outlook

  • Access permissions to the shared mailbox

Step-by-step Instructions

Classic Outlook (Windows)

  1. Open Outlook and go to File > Account Settings > Account Settings.
    Access Account Settings in Outlook.

  2. Select your email account and click Change.

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  3. Click More Settings, then go to the Advanced tab.
    Access more settings.

  4. Click Add, enter the shared mailbox email address, and click OK.
    Go to the Advanced tab.

  5. Click Next, then Finish, and restart Outlook.

New Outlook (Windows)

  1. Restart Outlook after your admin adds you to the shared mailbox.

  2. If it doesn’t appear automatically, right-click your account name in the Folder Pane.

  3. Select Add shared folder or mailbox.
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  4. Enter the shared mailbox email address and click Add.

Classic Outlook (Mac)

  1. Open Outlook and on the top left go to Outlook > Settings > Accounts.

  2. Select your mailbox and click Advanced.

  3. Under Delegates tab, add additional mailboxes under the Open these additional mailboxes

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  4. Close the Accounts window, and the shared mailbox should appear.

New Outlook (Mac)

  1. Open Outlook and on the top left go to Outlook > Settings > Accounts.

  2. Under Mail Accounts, Click your account name and select Delegates & Sharing

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  3. Under the Shared with Me tab, add the shared mailbox​​​​​​​

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  4. Close the Accounts window, and the shared mailbox should appear.

Outlook (Web)

  1. Sign in to your account in Outlook on the web.

  2. For Exchange Online mailboxes, right-click Folders in the left navigation pane, and then choose Add shared folder or mailbox. For Exchange on-premises mailboxes, right-click the name of your primary mailbox (such as Molly Dempsey) in the left navigation pane, and then choose Add shared folder or mailbox.

    Screenshot showing selection to Add shared folder or mailbox

  3. In the Add shared folder dialog box, type the name of the shared mailbox you are a member of.

Troubleshooting

  1. Do I need admin permissions to add a shared mailbox?
    Yes, your IT admin must grant you access before you can add the shared mailbox.

  2. Can I send emails from the shared mailbox?
    Yes, if IT has granted you Send As or Send on Behalf permissions.

  3. Why can't I see the shared mailbox after adding it?
    Try restarting Outlook. If it still doesn’t appear, check with IT to ensure you have the correct permissions.

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