Adding a shared mailbox

📌 Purpose

• This article explains how to add a shared mailbox in both Classic Outlook and New Outlook for Windows.
• Adding a shared mailbox allows you to view and manage emails from a department or team mailbox that you have been granted access to.

👥 Audience

• Students
• Faculty
• Staff

🖥️ Applies To

• Windows
• Microsoft Outlook (Classic Desktop)
• New Outlook for Windows

🛠️ Instructions

Add a Shared Mailbox – Classic Outlook

1. Open Outlook and click the File tab in the top-left corner.
2. Select Account Settings, then choose Account Settings again from the dropdown menu.
3. Under the Email tab, select your primary email account and click Change.
4. Click the More Settings button.
5. In the new window, select the Advanced tab.
6. Under Open these additional mailboxes, click Add.
7. Enter the email address of the shared mailbox.
8. Click OK, then click Apply.
9. Select OK, then click Next.
10. Click Finish to complete the setup.
11. Restart Outlook if prompted. The shared mailbox should now appear in your folder list.

Add a Shared Mailbox – New Outlook for Windows

1. Open the New Outlook application.
2. In the left-hand folder pane, locate your main account.
3. Right-click on your email address or account name.
4. Select Add shared folder or mailbox.
5. Type the email address or name of the shared mailbox.
6. Select the mailbox from the list and click Add.
7. The shared mailbox will appear below your primary mailbox folders under Shared with me.

Alternative Method – Using Settings (New Outlook)

1. Click the Settings icon (gear icon) in the top-right corner.
2. Select Accounts.
3. Choose Shared with me.
4. Click Add a shared folder or mailbox.
5. Enter the shared mailbox name or email address and select Add.

💡 Troubleshooting & Tips

• Issue: The shared mailbox does not appear after adding it.
  Fix: Close and reopen Outlook to allow the mailbox to sync.
• Issue: You receive a permissions error when adding the mailbox.
  Fix: Confirm that you have been granted access to the shared mailbox. If you are unsure, contact the Technology Services Center.
• Tip: In some cases, shared mailboxes may automatically appear in Outlook after permissions are granted. If it already appears in your folder list, no additional setup is required.