Shared mailbox access - adding to Outlook


Whether it be for taking laptops and computers home or just setting up new profile that didn't exist previously. This article reviews how to add shared mailboxes to their outlook profiles to various instances of Microsoft Outlook. The steps are no different than while on campus.  

If you want to copy and paste, the instructions are outlined below. The first, Outlook for Windows, is done as a secondary account to help with searching content and automatically have the “from” dropdown box available when composing messages. The old method (adding an additional mailbox in the advanced settings) still works but this is just a better way of doing it.


To access a shared mailbox in Outlook for Windows

Add as a secondary account in your main profile in Outlook for Windows:

  • Go to File -> Account Settings -> Account Settings -> NEW
  • Enter the e-mail address of the shared mailbox then click NEXT    (No other boxes should be filled out; leave them blank)
  •  Click on MORE CHOICES, USE A DIFFERENT ACCOUNT and enter your own e-mail address and password and check REMEMBER MY CREDENTIALS. 
  • If MORE CHOICES isn't an option OR another prompt appears then remove the shared mailbox's e-mail address (overwrite it) and use your own e-mail address and password.
  • After it searches click FINISH
  • Restart Outlook


To access a shared mailbox on the web

  • Go to and login with your e-mail address
  • When your mailbox opens click the circle in the upper right hand corner.  Usually this has your initials in it.
  • Choose OPEN ANOTHER MAILBOX and search for the shared mailbox you need to open.  Open it.
  • A new tab will open and you'll be in the mailbox.


To access a shared mailbox in Outlook for Mac:

  • Click on Outlook and make sure "New Outlook" is not checked.  Uncheck it if you are using New Outlook otherwise you cannot add a shared mailbox. 
  • Click Outlook -> Preferences -> Accounts.
  • Click the + at the bottom of the window -> New Account
  • Enter the e-mail address of the mailbox you need to access  (example   in the e-mail box then CONTINUE.
  • On the SIGN IN page ERASE the e-mail address that it populates and add your own e-mail address and password.    Click DONE when prompted.
  • On the left hand side of the mail window where all of your e-mails are shown in outlook look at the folder list and find the shared mailbox name (such as  Click the > button to expand the folder.



Article ID: 102590
Mon 3/23/20 1:57 PM
Mon 10/10/22 8:57 AM