Adding Shared Email Accounts

Shared mailboxes assist in collaborating with others – both internally and externally.  With a shared email account, you can send and receive emails separately from your own personal email account.  Also, shared email accounts can provide a buffer in that the receiver cannot reach you directly, in the cases where that’s appropriate.  Below are instructions on how to add a shared mailbox to your own Outlook account.

1. Add Account

  Within Outlook, go to File –> Add Account

Microsoft Outlook login dialog

 2.   Enter shared Mailbox Name

Within the Add Account dialog box, enter the name of the shared mailbox to the right of E-mail Address -> Next.  Leave all other boxes blank and make sure you add the after the mailbox name.

Microsoft Outlook add account dialog

3.  Enter Your Credentials

A pop-up box will appear with the shared mailbox name automatically entered in the username field.  Delete the shared mailbox username -> add your and your email/netid password -> Click on Remember my credentials -> OK

Microsoft Outlook login dialog          Microsoft Outlook login dialog

4.  Finish

A congratulations message will appear -> select Finish.

Windows dialog showing successful configuration of Microsoft Office

5.  Restart Outlook

Outlook will need to be closed then re-opened for the shared mailbox to be added to Outlook.  Click on OK to restart Outlook.  Please note, you’ll need to manually close Outlook by clicking on close on the top right within Outlook to close Outlook completely.


Windows warning dialog saying Outlook needs to be restarted for changes to take affect       Microsoft Outlook red close button in upper right corner of application

6.  Open, Verify, and Expand

Re-open Outlook.  Using the vertical scroll bar on the left hand side of Outlook, scroll down until you see the name of the newly added shared mailbox.  Click on the arrow to the left of the mailbox name to see the Inbox and other folders.

Microsoft Outlook list of mailboxes