Accessing a Shared Mailbox in Microsoft Outlook

Purpose

This article provides step‑by‑step instructions for end users who need to access a shared Microsoft Outlook mailbox. Shared mailboxes allow multiple people to read and send email from a common address (e.g., support@organization.com).

Audience

All faculty, staff, and students who have been granted access to a shared mailbox.

Environment

  • Outlook on the Web (OWA)

  • Outlook for Windows

  • Microsoft 365

Prerequisites

  • Your supervisor or department must request access to the shared mailbox.

  • IT must grant you permission before the mailbox will appear.

  • Depending on your Outlook client, the mailbox may appear automatically or may need to be added manually.

Procedure

1. Accessing a Shared Mailbox in Outlook on the Web (OWA)

Method A: Open the Shared Mailbox in a New Tab

  1. Go to https://outlook.office.com and sign in.

  2. Select your profile icon in the upper‑right corner.

  3. Choose Open another mailbox…

  4. Enter the shared mailbox name or email address.

  5. Select it from the list and click Open.

    • The shared mailbox opens in a new browser tab.

Method B: Add the Shared Mailbox to Your Folder List

  1. In the left navigation pane, right‑click your name.

  2. Select Add shared folder.

  3. Enter the shared mailbox name or email.

  4. Click Add.

    • The mailbox will now appear in your folder list each time you log in.

2. Accessing a Shared Mailbox in Outlook for Windows

Automatic Appearance

If you have been granted access, the shared mailbox should appear automatically under your primary mailbox within a few minutes.

Add the Shared Mailbox Manually

  1. Open Outlook.

  2. Select File → Account Settings → Account Settings.

  3. Highlight your email account and click Change.

  4. Select More Settings.

  5. Go to the Advanced tab.

  6. Under Open these additional mailboxes, click Add.

  7. Enter the shared mailbox name and click OK.

  8. Select Apply, then OK, then Next, and Finish.

  9. Restart Outlook.

    • The shared mailbox will now appear in your folder list.

3. Sending Email From a Shared Mailbox

Once the shared mailbox is visible:

  1. Click New Email.

  2. Select From.

    • If the From field is hidden, enable it from the Options menu.

  3. Choose the shared mailbox address.

  4. Compose and send your message.

    • The email will be sent from the shared mailbox, not your personal account.

Troubleshooting

The shared mailbox does not appear

  • Sign out and back in, or restart Outlook.

  • Your access may not be fully provisioned yet.

You can read messages but cannot send from the mailbox

  • You may not have “Send As” or “Send on Behalf” permissions.

  • Contact IT support to verify your access level.

Search results are incomplete

  • Shared mailbox indexing may take time after initial access.

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