Adding a Shared Mailbox

A shared mailbox is a mailbox that multiple users can use to read and send email messages. Shared mailboxes can also be used to provide a common calendar, allowing multiple users to schedule and view vacation time or work shifts.

Your administrator will let you know if you are assigned to a Shared mailbox.

When you are using the Outlook installed application in Windows the Shared Mailbox you are a member of is automatically added to your list of Mailboxes. In Outlook on the web or when using the Outlook app on MacOS you will have to add it manually.

Adding a Shared Mailbox in Outlook Online

After you complete this task, the shared mailbox and its folders are displayed in the left navigation pane each time you open Outlook on the web.

  1. Sign in to your account in Outlook on the web.
  2. Right-click on your email address on top in the left navigation pane, and then choose Add shared folder. 
  3. In the Add shared folder dialog box, type the name of the shared mailbox you are a member of, such as info@contoso.com, and then click Add.

The shared mailbox displays in your Folder list in Outlook on the web. You can expand or collapse the shared mailbox folders as you can with your primary mailbox. You also can remove the shared mailbox from your Folder list. To remove it, right-click the shared mailbox, and then click Remove shared folder.

Adding a Shared Mailbox in Outlook on MacOS

Use this method if you are a delegate for another user’s mailbox or when you have permissions to several folders in a shared mailbox. You can also use this method when you have full access permissions to a mailbox.

To open the shared mailbox:

  1. Go to File > Open > Shared Mailbox,
  2. Tyoe in the name of the mailbox that is shared with you.
  3. Click Add to add the mailbox to the navigation panel.

The shared mailbox displays in your Folder list in Outlook for Mac. You can expand or collapse the shared mailbox folders as you can with your primary mailbox. You also can remove the shared mailbox from your Folder list. To remove it, right-click the shared mailbox, and then click Remove shared folder.