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Summary
This article provides instructions for adding an existing shared mailbox to Outlook. Shared mailboxes are commonly used by departments and teams to send and receive email using a shared email address and calendar. This article applies to Outlook (New), Outlook (Classic), Outlook on the Web, and Outlook for Mac.
How-To
A shared mailbox makes it easy for a group of people to monitor and send email from a shared address such as Info.Department@usnh.edu. When a message is sent from the shared mailbox, recipients see the shared mailbox address rather than the sender's individual address. Shared mailboxes also include a shared calendar.
Note: Before you can use a shared mailbox, an email administrator must grant you access to the mailbox. After access is granted, the mailbox is typically added automatically after Outlook is restarted. In some cases, it may take additional time for permissions to synchronize throughout Microsoft 365.
Task: Access a Shared Mailbox in New Outlook (Windows and Mac)
Instructions
Important (Mac Users): These instructions apply to the current version of Outlook for Mac. If Legacy Outlook is enabled, switch to the current Outlook experience before following these instructions.
Step 1 - Close Outlook.
Step 2 - Reopen Outlook.
Step 3 - Verify that the shared mailbox appears in the left navigation pane.
Troubleshooting: Manually Add the Shared Mailbox
If the shared mailbox does not appear after restarting Outlook, follow these steps.
Step 1 - Right-click your account name in the left navigation pane.
Step 2 - Select Add shared folder or mailbox.
Step 3 - Enter the name or email address of the shared mailbox.
Step 4 - Select the mailbox from the search results.
Step 5 - Select Continue.
Step 6 - Select Close.
Outcome
The shared mailbox appears in the Outlook navigation pane below your mailbox
Task: Add a Shared Mailbox to Legacy Outlook (Classic) on Windows
In the Windows operating system, the legacy Outlook (Classic) automatically adds a Shared Mailbox the next time the Outlook Address List is synchronized, typically within 24 hours. If not, then you can manually add the shared mailbox to your Outlook navigation bar.
Instructions
Step 1 - Wait 24 hours.
Step 2 - Close Outlook.
Step 3 - Reopen Outlook.
Step 4 - Verify that the shared mailbox appears in the left navigation pane.
Troubleshooting: Manually Add the Shared Mailbox
If the shared mailbox does not appear after restarting Outlook, follow these steps.
Step 1 - Open Outlook (Classic).
Step 2 - Go to File > Account Settings > Account Settings.
Step 3 - Select the Email tab.
Step 4 - Select your account and click Change.
Step 5 - Click More Settings > Advanced tab.
Step 6 - Under Mailboxes, click Add.
Step 7 - Enter the name or email address of the shared mailbox and click OK.
Step 8 - Click Apply, then OK, then Next, and Finish.
Step 9 - Restart Outlook.
Outcome
The shared mailbox appears in the Outlook navigation pane below your mailbox
Further Readings
Open and use a Shared mailbox in Outlook
Need additional help?
Submit an Email Services support request with as much detail as possible, or visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request. For password issues you must call or visit the Help Desk in person.
For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:
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