Add a Shared Mailbox in Outlook

Summary

Instructions for how to add a shared mailbox to outlook on either a Mac or Windows PC.

Body

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 computer or mobile device.

Note: Mailbox permission changes in CATS Groups can take up to 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 Classic 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 (New Outlook on Windows)Show

1) Click File and choose "Account Info" in the top left corner of New Outlook.

2) Click "Shared with me" and click "Add".

3) Enter the mailbox name (i.e helpdesk@richmond.edu) or mailbox address (i.e. Helpdesk Inbox) and select it from the list that appears.

Note: The "Continue" button will remain greyed out until a mailbox is entered in this field. This field is required and must match a known mailbox.

4) Click "Continue" after a mailbox has been selected.

5) Click "Restart Outlook".

Note: When Outlook loads your shared mailbox will appear as an option in your folder list, all subfolders are collapsed by default.

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

3.

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.

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

3.

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.

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.

Details

Article ID: 137936

Created

Mon 2/7/22 4:59 PM

Modified

Thu 4/2/26 1:24 PM

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