Overview

A shared mailbox allows multiple people to send and receive email from the same address (for example: helpdesk@, communications@, or finance@).

If you have been given access to a shared mailbox, it may appear automatically in Outlook. If it does not appear, you can add it manually.

Option 1: Automatic Mapping (Most Common)

In most cases, shared mailboxes are automatically added to Outlook after IT grants you access.

Steps

1. Close Outlook.

2. Reopen Outlook.

3. Look in the left folder panel.

4. The shared mailbox should appear below your primary mailbox.

Example:

Your Mailbox
   Inbox
   Sent Items

Shared Mailbox
   Inbox
   Sent Items

If you do not see the mailbox after reopening Outlook, try restarting your computer.

If it still does not appear, follow the manual steps below.

Option 2: Add Shared Mailbox Manually (Outlook Desktop)

Steps

1. Open Outlook.

2. Click File in the top left.

3. Click Account Settings.

4. Click Account Settings again from the dropdown.

5. Select your email account.

6. Click Change.

7. Click More Settings.

8. Select the Advanced tab.

9. Under Open these additional mailboxes, click Add.

10. Enter the shared mailbox name or email address.

11. Click OK.

12. Click Apply, then OK.

13. Restart Outlook.

The shared mailbox should now appear in your folder list.

Add a Shared Mailbox in Outlook on the Web

Steps

1. Go to Outlook Web App.

2. Right-click Folders in the left panel.

3. Click Add shared folder or mailbox.

4. Type the shared mailbox email address.

5. Select the mailbox when it appears.

6. Click Add.

The shared mailbox will now appear in your folder list.

Sending Email from the Shared Mailbox

When composing a new email:

1. Click From in the message window.

2. Select the shared mailbox address.

If you do not see the From option:

• Click Options

• Select From

Common Issues

Mailbox does not appear

• Close and reopen Outlook

• Restart your computer

• Wait up to 30 minutes after access is granted

Cannot send from the mailbox

You may have access to read emails, but not send emails.
Contact the IT Helpdesk to request Send As or Send on Behalf permissions.

✔ Need Help?
If you cannot access the shared mailbox, please submit a Helpdesk Ticket and include:

• The shared mailbox name

• A screenshot of the error (if any)