Adding a Shared Mailbox to Outlook on Windows


Introduction

If you are granted access to a shared inbox in Microsoft Outlook, your mailbox should show up automatically on the left pane. However, there are some instances where you will need to manually add it (if you have accidentally closed it, for example).

BEFORE YOU BEGIN:

In order to verify that you still have permission to access the mailbox you're trying to add to Outlook, you will need to go to Outlook.Office365.com. Then, on the upper right corner, click on your picture, then click Open another mailbox.

 

Start by typing in the name of your desired mailbox, you should see a list of mailboxes appear.

If you are able to see the contents of the shared mailbox, then you have permission to the shared mailbox. If you receive a Microsoft 500 error stating permission is denied (pictured below), then permission will need to be granted for you.

 

You may need to reach out to the owner of the shared mailbox so they can add you to the mailbox. Access is now granted via Grouper, please review these articles for assistance:

If you or the mailbox owner are encountering issues, please submit a ticket in ServiceNow so you can have your permission granted.

Instructions

1) In Outlook, click the File tab. Go to the Account Settings drop-down, and then click Account Settings...

 

TIP: An alternate way to access this setting is to access your computer's Control Panel, and navigate to the Mail section. Click Email Accounts. You will be brought over to the email accounts window.

 

2) Select your account on the list, then click Change... to access the settings for the account.

3) In the Exchange Account Settings window, click More Settings. 

4) When the Microsoft Exchange window appears, click the Advanced tab.

5) Click Add. 

You will then get a dialog box to add mailbox. Ensure you enter the full address of the mailbox you're trying to add (ex: samplemailbox@wesleyan.edu). You are not able to search using this window. When complete, click OK.

6) You should see the desired mailbox in the list of mailboxes. Click OK to save your settings. You can close out of the Exchange/Account settings windows.

7) You may be prompted to restart outlook in order for the changes to take effect.

Click Done. Then, close and reopen Outlook.

8) Your Shared mailbox will appear below your main mailbox on the left pane. Click the caret symbol (>) to open the mailbox. If you have permission for the mailbox, your Outlook will start downloading items automatically. 

 

If you don't have permission, you will receive an error when you attempt to open the shared mailbox (see below)

You will need to have your permission granted either by the owner of the mailbox (via Grouper) or by ITS.

 

We hope you have found this information helpful! Please visit the Wesleyan ITS Knowledgebase to locate additional self-help instruction.

To request further assistance please: