Add a Shared Mailbox in Outlook

Overview

If you have been given access to a department shared mailbox, you can follow the steps below to add that mailbox to Outlook on your Mac or Windows PC.

You may add a shared mailbox as an additional mailbox to Outlook or Outlook on the Web, this will allow you to view and respond to messages arriving into that mailbox.

Information Services recommends adding shared mailboxes as an account, this allows you to access all available features and options such as autoreplies (out of office) and mail rules. You may also add the shared mailbox as an additional mailbox which will allow you to view and send emails on behalf of the mailbox. You can also access autoreplies and mail rules from Outlook on the Web.

Note: Mailbox permission changes take 30-60 minutes to propagate through the network. If you were recently given access please wait 60 minutes before adding the mailbox.

Details / Instructions

Add mailbox as an account (Outlook on Windows)Show

You may add a Shared Mailbox as an account to make changes to the mailbox. Adding a mailbox as an account provides the ability to set an autoreply (out of office) message as well as mail rules that can be set to apply automated routing decisions to incoming mail based on specific criteria.

1. Open Outlook.

2. Click File.

3. Click "Add Account".

4. Enter the Email Address of the Shared Mailbox and cilck "Connect".

5. If prompted for a username/password, click "Sign in with another account" and click "Sign In".

6. Enter your email address and click "Next".

7. Enter your password and click "Sign In".

8. Authenticate with Duo Mobile if prompted.

9. When Outlook confirms "Account successfully added", click "Done".

10. Close & Reopen Outlook.

Note: Adding additional email accounts may remove Outlook favorites folders, minimize your mail folders / subfolders and reset some user-based preferences. Your personal autoreply message, mail filters/rules, delegates, calendar settings etc will not be affected. Taking a screenshot of your favorite folders will help you restore them quickly. To avoid this you can add a new Mail Profile to Outlook, these directions are below ("Add a Profile to Outlook (Windows)")

If you are unable to add the mailbox as an account please contact Help Desk at 804-287-6400, email helpdesk@richmond.edu, or through self-service at https://spidertechnet.richmond.edu/.

Add mailbox as an account (Outlook on the Web / OOTW)Show

1. Open Outlook on the Web (OOTW). Link opens in new window.

2. Click your avatar photo or initials in the top-right corner.

3. Click "Open another mailbox".

4. Type in the mailbox name or email address and select it in the list when it appears. If you type in only the mailbox name be sure to choose the correct mailbox, it should end in @richmond.edu not @exchange.richmond.edu.

5. Click "Open"

6. This will open the shared mailbox in a new tab or new browser window depending on your browser tab configuration/preferences. Click between the tabs or windows to navigate between the mailboxes as needed. Multiple mailbox tabs or windows may be open in OOTW simultaneously.

Add mailbox as an account (Outlook on Mac)Show

Note: Outlook on Mac OS does not support autoreplies or mail rules for shared mailboxes. They can be added from a PC or from Outlook on the Web.

Legacy Outlook:

Go to Outlook next to the Apple menu and click on Preferences (Settings if you are on Ventura or higher)
Select Accounts
Click on Advanced... in the bottom right hand corner
Go to Delegates tab
Click on the plus sign underneath Open these additional mailboxes:
Search for the shared mailbox you want to be a part of and click Add
Hit OK
Close out of the Accounts window and wait to see if the new shared mailbox populates.

New Outlook:

New Outlook
Go to Tools and then select Accounts
Select the listed account by clicking on it
Click on Delegates & Sharing
Select Shared With Me
Click on the + sign and search for the shared mailbox
Select Add

Add mailbox as an account (Android / Outlook App)Show

Note: Configuration & appearance varies among app versions and Android OS versions.

1. Install Outlook App from Google Play Store if you do not have it installed.

2. Open the Outlook App

If this is your first time opening Outlook:

You’ll see a “Get Started” screen. Tap “Add Account” -> "Add shared mailbox".

If you already have an account in Outlook:

1. Tap your profile icon (top-left corner).

2a. Tap the add (+) sign on the left-hand side and tap "Add a shared mailbox".

2b. Tap "Accounts" -> "Add Account" -> "Add a shared mailbox".

3. Enter the shared mailbox email address (e.g. helpdesk@richmond.edu) and tap "Continue".

4. The shared mailbox will be added.

5. To access your account / mailbox tap your profile icon in the top left corner of the Outlook app and choose the account you would like to use.

Note: You can access some additional personalization settings and autoreplies for the shared mailbox by tapping the "settings" icon in the lower left corner of the Outlook app after selecting the shared mailbox.

To integrate your Outlook Calendar with your default calendar tap into Settings -> tap "Calendar" -> tap "Sync calendars"-> Select the calendar(s) you would like to sync and tap "Allow" if prompted then close out of the settings window when completed.

Add mailbox as an account (iOS / Outlook App)Show

Note: Configuration & appearance varies among app versions and iOS versions.

1. Install Outlook App from the Apple Store if you do not have it installed.

2. Open the Outlook App

If this is your first time opening Outlook:

You’ll see a “Get Started” screen. Tap “Add Account” -> "Add shared mailbox".

If you already have an account in Outlook:

1. Tap your profile icon (top-left corner).

2a. Tap the add (+) sign on the left-hand side and tap "Add a shared mailbox".

OR

2b. Tap "Accounts" -> "Add Account" -> "Add a shared mailbox".

3. Enter the shared mailbox email address (e.g. helpdesk@richmond.edu) and tap "Continue".

4. The shared mailbox will be added.

5. To access your account / mailbox tap your profile icon in the top left corner of the Outlook app and choose the account you would like to use.

Add a Profile to Outlook (Windows)Show

Outlook Profiles let you keep multiple email accounts, settings, and data separate, you may add a shared mailbox as a profile to keep it separate from your main email account while still allowing easy access to make autoreply, forwarding and rule changes when needed. If you add a shared mailbox as a profile be sure to also "add additional mailbox" to your main Outlook profile using the directions above (Add additional mailbox (Outlook on Windows))

How to Create a New Outlook Profile:

1. Close Outlook.

2. Open the Control Panel (use Windows Search for "Control Panel" to quickly find it).

3. select Mail (Search for “Mail” in the search box to quickly find it).

4. Click Show Profiles.

5. Click Add, enter a name for the new profile, and click OK.

6. When the "Add Account" window appears, immediately close it by clicking "Cancel".

7. Click "OK" on the notification that appears.

8. Check that your mail Outlook profile (usually named "Outlook") is selected under "Always use this profile" and then click "OK" to close the window. It does not matter what profile is highlighted when you click OK.

9. Open Outlook normally.

10. Click "File" then choose "Account Settings" and "Change Profile". Outlook will close automatically with a notification that you must reopen Outlook manually.

11. Open Outlook and choose the shared mailbox profile that you created when prompted to choose a profile.

12. Change the email address from your own to the shared mailbox email address, click "Connect".

13. Follow the directions in the "Add mailbox as an account (Outlook on Windows)" section above from step #5 onwards to authenticate as yourself.

14. To switch back to your own mailbox, click "File" then choose "Account Settings" and "Change Profile". Outlook will close automatically with a notification that you must reopen Outlook manually. You may do this anytime needed to switch back and forth.

Add additional mailbox (Outlook on Windows)Show

Note: If you add an additional mailbox using these directions you will be able to view emails in the shared mailbox as well as send/receive on behalf of the mailbox. You will not be able to access any other settings such as mail rules or autoreplies. To access those settings you will need to set it up as an account, follow the appropriate "Add mailbox as an account" directions at the top of this knowledge article to access those settings for PC, Mac, and OOTW respectively.

1. Open Outlook.

2. Click File > Info > Account Settings > Account Settings.

3. Confirm your own email account is highlighted.

4. Click on "Change"

5. Click "More Settings" at the lower left corner of this window.

6. Click the "Advanced" Tab.

7. Click "Add" and enter the mailbox name, enter the mailbox name in the "Add Mailbox" field and then click "OK" to close the window.

Note: You can also enter a partial mailbox name (e.g. "helpdesk" or "help") if you aren't sure of the name, Outlook will generate a list of all matching mailboxes.

8. Click "OK" to close the Microsoft Exchange window and click "Next" on the Exchange Account Settings window. Do not make any other changes here.

9. Click "Done" on the "account successfully updated" window.

10. Click "Close" to close Account Settings window and return to Microsoft Outlook.

11. The shared mailbox will appear on the left-hand side of Outlook and will be completely collapsed by default, use the > icon to expand folder(s) as needed. If you have many folders/subfolders in your personal mailbox you will need to scroll to find the new mailbox along the left-hand (navigation) pane of Outlook.

If you will be replying on behalf of the mailbox you may need to add the mailbox as a sending account:

1. Click New Email, click "Options" in the ribbon and click "From".

2. This will add the "From" field and then you may select the shared mailbox as a sending address instead of your own.

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Add a Shared Mailbox in Outlook

Overview

Details / Instructions

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