how to add a shared mailbox in outlook

3 min read 16-01-2025

Adding a shared mailbox to your Outlook profile allows you to access and manage emails, calendar events, and contacts on behalf of a team or department. This guide will walk you through the process for different versions of Outlook. Whether you're using Outlook on the web, a desktop application, or a mobile device, we've got you covered. Let's get started!

Adding a Shared Mailbox in Outlook on the Web (OWA)

Outlook on the web (OWA) offers a straightforward method for adding shared mailboxes. This approach works whether you are using a personal account or a business account like Microsoft 365.

Log in: Access your Outlook on the web account.
Open the App Launcher: Click the app launcher icon (nine squares) in the upper-left corner.
Select the Shared Mailbox: Find the shared mailbox in the list of applications and select it. If you don't see it, your administrator may need to grant you access.
Access the Mailbox: Once selected, you'll gain access to the shared mailbox's emails, calendar, and contacts. You can now manage emails, schedule meetings, and access contact information as if it were your own mailbox, but remember you are acting on behalf of the shared mailbox owner.

Adding a Shared Mailbox in Outlook Desktop (Windows & Mac)

The process for adding a shared mailbox in the Outlook desktop application varies slightly depending on your Outlook version, but the general steps are consistent.

Method 1: Using the "Open Another Mailbox" Feature (Outlook 2016 and later)

This method is the easiest and most recommended approach for newer versions of Outlook.

Open Outlook: Launch your Outlook desktop application.
Open Another Mailbox: Go to the File tab and select Account Settings, then Account Settings again.
Add Account: In the Account Settings window, click the Add Account button.
Enter Shared Mailbox Address: Enter the shared mailbox email address. Click Next. Outlook will attempt to automatically configure the account.
Access Granted: If you have the necessary permissions, you will then have access to the shared mailbox.

Method 2: Adding the Shared Mailbox as an Additional Account (Older Outlook versions)

For older versions of Outlook, you may need to add the shared mailbox as an additional account. This method is generally less efficient than Method 1.

Open Account Settings: Follow steps 1 and 2 from Method 1.
Add Account: Click the Add Account button.
Manual Configuration: Instead of using auto-configuration, you may need to manually enter server settings. This will often require you to contact your IT administrator to get the correct settings for your organization.
Access Granted: Again, you will need to have the appropriate permissions from your IT administrator.

Important Note: For both methods, ensure you have the necessary permissions to access the shared mailbox. If you're unable to add the mailbox, contact your IT administrator.

Accessing a Shared Mailbox on Mobile (iOS and Android)

Accessing a shared mailbox on a mobile device usually mirrors the desktop method. Once you've added the shared mailbox to your Outlook desktop application, it should also appear on your mobile device provided that you are syncing your mail accounts.

iOS: Ensure your Outlook app is updated and configured properly. It should automatically sync the shared mailbox if it's added to your desktop client.
Android: Similar to iOS, the shared mailbox should appear in your mobile Outlook app after adding it on the desktop. Check your settings to ensure that mail synchronization is enabled.

If you encounter issues, check your Outlook mobile app's settings and ensure that the account is correctly configured and synced.

Troubleshooting

If you encounter problems adding a shared mailbox, consider these troubleshooting steps:

Permissions: Verify that your IT administrator has granted you the necessary permissions to access the shared mailbox.
Server Settings: If using manual configuration, ensure that you have the correct server settings.
Password: For some organizations, you may need a separate password for the shared mailbox.
Restart Outlook: Try restarting your Outlook application after making changes.
Contact Support: If the problem persists, contact your organization's IT support team for assistance.

This comprehensive guide should help you successfully add a shared mailbox to your Outlook profile, regardless of your platform. Remember, proper permissions are key, so if you're facing issues, reaching out to your IT administrator is the best next step. Happy emailing!