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.

Mailbox Managers can add the Shared Mailbox as an Outlook Email Account to temporarily access additional features such as AutoReply (out of office), Delegate settings, and Email Rules/Filters. Accessing the Shared Mailbox as an account should be a temporary situation to make changes to the shared mailbox account, once you have made your desired changes you should switch back to your normal email account.

Details / Instructions

Add to Outlook on Windows 10/11Show

Open Outlook
Click File > Info > Account Settings > Account Settings
Click on Change > More Settings > Advanced Tab
Click "Add" and type in part of shared inbox name
Click "OK" to close Add Mailbox window
Click "OK" to close Microsoft Exchange window
Click "Next" (Do not change Offline Settings and leave Cached Exchange Mode enabled at the default level)
Click "Done"
Click "Close" to close Account Settings window and return to Microsoft Outlook

Add to Outlook on MacShow

Make sure you're on the Legacy version of 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.

Add to Outlook on Windows OLDShow

Open Outlook
Click File > Info > Add Account.
In the dialog box type in the email address of the shared mailbox and click Connect.
In the next dialog box, click Sign in with another account instead of entering a password (shared mailboxes don't have passwords).
1. Delete the filled-in entry and enter your email address instead, click Next
2. Enter your password and click Sign in
3. If you are prompted to login a second time, follow the same steps as above (Sign in with another account, etc.)
You should now see Account successfully added
Restart Outlook

Adding a Shared Mailbox as an Account (Mailbox Managers Only)Show

Mailbox Managers may add a Shared Mailbox as an account to make changes to the mailbox. Public Folders cannot be added as an account.

Open Outlook.
Click File > Info > Account Settings > Account Settings.
Under the "Email" tab click "New".
Enter the Email Address of the Shared Mailbox (mysharedmailbox@richmond.edu for example) and cilck "Connect".
If prompted for a username/password, click "Sign in with another account" and enter your own university email address and click "Next".
Enter Password and click "Next".
Authenticate with Duo Mobile if prompted.
When Outlook confirms "Account successfully added", click "Done".
Close & Reopen Outlook.
Click File > Info.
At the top of the "Account Information" screen change the dropdown list from your normal email account to the Shared Mailbox account.
Make desired changes to the shared mailbox account and then follow Steps 10-12 again to change back to your normal email account. You do not need to restart Outlook to switch between accounts.

Note: Changing your default email account 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.

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

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Add a Shared Mailbox in Outlook

Overview

Details / Instructions

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