Microsoft Office 365 Adding a Shared Mailbox to Outlook

Relevant To: Students, Faculty and Staff

A shared mailbox is a specialized multi user office or department mailbox account. Designed staff have access to this mailbox to monitor and receive customer email messages. Shared mailboxes can also be used to provide a common calendar, allowing multiple users to schedule and view scheduled events.  To Add a Shared Mailbox to:

The Outlook 2016 client ( desktop/laptop software)

The Outlook 2019 client ( desktop/laptop software)

The Outlook Web App (OWA) including Mobile devices

For the Outlook 2016 client (on a desktop, laptop) :

To Add the Shared Mailbox as a NEW Account:

1. File -> Info -> Account Settings -> Account Settings -> Email tab
2. Select your email account -> New ->
3. Your Name: Shared Mailbox name (example: Registrar or Admissions)
4. Email address: Shared Mailbox email address (example: admissions@esc.edu)
5. Password: leave blank
6. click Next
7. In the Windows Security dialog box, enter YOUR email address and password
8. check the box "Remember my credentials" -> click OK -> Finish -> click OK (restart Outlook) -> Close
9. Restart Outlook -> the Shared Mailbox will appear on the left-hand side of Outlook, underneath your account.

To Remove the Shared Mailbox, if you already had it set up:

1. File -> Info -> Account Settings -> Account Settings -> E-mail tab
2. Select your email account -> Change -> More settings -> Advanced
3. Select the Shared Mailbox -> Remove -> click 'Yes' -> Next -> Finish -> Close

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For the Outlook 2019 client (on a desktop, laptop) :

To Add the Shared Mailbox as a NEW Account, From your Outlook client:

1.     Click on File 

2.     Click on the +Add Account button, located right below your Account Information.

3.     Enter the email address of the Shared Mailbox (example: admissions@esc.edu)

4.     Click on Connect

5.     At the university login screen, you will be logging in with your university email username and password.  Delete the shared email address name and enter your university email address and password.
 

6.     If you have multi-factor authentication set up, authenticate with your preferred option if asked to do so. If not go to step 7

7.     You will see the confirmation screen. Click OK to close the window.

8.     The Shared Mailbox will appear on the left-hand side of Outlook, underneath your account.

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For OWA (Outlook Web App) and Mobile Devices

This method is recommended if you want to monitor the email from your primary mailbox and the shared mailbox at the same time. In addition, after you complete this task, the shared mailbox and its folders are displayed in the left navigation pane each time you open Outlook Web App.  NOTE: This procedure is for accessing OWA in a web browser, not a mobile device.

1. From your web browser,  Sign in to your account in OWA - outlook.office.com
2. Locate your name in the left navigation bar. This is you primary mailbox.
    
   • Note: You may need to click the ^ to expand the list of folders in your mailbox.

3. Right-click on your name in the left navigation pane.
4. Choose add shared folder.
5. Enter the name or email address of the shared mailbox, and then click add.
6. The shared mailbox displays in your Folder list in Outlook Web App. You can expand or collapse the shared mailbox folders as you can with your primary mailbox.

For more information on Shared Mailboxes go to  Open and Use a Shared Mailbox in Outlook Web App

To remove shared mailbox

1.   Right-click the shared mailbox, and then click delete.

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How to Add, Open and Use a Shared Mailbox to your Personal Outlook Mail Account

For instructions please view the following videos:

• Open and use a shared mailbox in Outlook 2013 client
• Open and use a shared mailbox in Outlook Web App