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Illinois State University

How to Add a Shared Mailbox in Outlook

This article describes how to add a shared mailbox to your Exchange account in Outlook.

Before You Begin

Despite its name, a shared mailbox provides access to more than just email. Like any Exchange account, a shared mailbox grants access to email, calendar, and contacts.

To add a shared mailbox in Outlook 2016, you must first be granted permission to access that shared mailbox. Your department might request a shared mailbox and designate a few employees to have access to it.

  • You can request a shared mailbox through the Get Help section of the IT Help portal. You can reach the IT Help portal at IThelp.IllinoisState.Edu
  • After logging in with your ULID and password, click Office 365 and Web > Request Office 365 Resources for Group or Team and complete the online form describing your request.

A shared mailbox allows you to work together with other staff members in shared environment. Changes made by one person are seen by others who have access to the shared mailbox. For example, if one person adds an event to the calendar for the shared mailbox, that event is accessible to the others. Likewise, if an email message was deleted from the Inbox by one person, it is deleted for the others as well.

Add Shared Mailbox

To add a shared mailbox in Outlook, do the following:

  1. Open Outlook.
  2. Click File.
  3. Click Info on the left.
  4. Click the Account Settings button and select Account Settings
  5. Select your Microsoft Exchange account.
  6. Click the Change button at the top of the window…
  7. Click More Settings…
  8. Click the Advanced tab.
  9. Click the Add button.
  10. Enter the name of the shared mailbox and click OK.
  11. Click [Apply] and then click OK.
  12. Click Next.
  13. Click Finish.
  14. Click Close.
  15. Click Mail on the left. The shared mailbox appears on the left side of the screen. Expand the mailbox to view its contents.

You have now added the shared mailbox to Outlook.