Outlook: Adding a Shared Email Account in Outlook for Windows and Mac

How do I add a shared email account in Microsoft Outlook for Windows and Mac? 

Please Note: You must have been provided access to the shared mailbox prior to accessing it. To request access, the owner of the shared mailbox will need to submit a ticket with the IT Service Desk requesting access for you. You will not be able to access the shared mailbox until the ticket has been completed and your are notified of its completion. 

Select how you access Outlook below: 

Microsoft Outlook for MacOS 

Microsoft Outlook for Windows 

Microsoft Outlook in a Web Browser 

Accessing a shared mailbox in Microsoft Outlook on Windows 

1. Open Microsoft Outlook. 
                        
    
2. Click Settings in the top right corner.
   
3. Click on Accounts >Shared With Me > +Add 
   
4. Type in the email address of the shared inbox you want to add then click Continue down below. 
   
5. You can now find your shared mailbox listed as an option at the bottom/end of your list of folders on the left side as shown below.
   Note: Click the ► icon to the left of the Shared Mailbox folder name to expand all subfolders of the Shared Mailbox. 
   Emails will not display immediately. You may get an error message. Please be patient, this may take several minutes. Once completed, you should now be able to see and access the emails to this shared inbox in your instance of Outlook. Note: The image below depicts our IT Service Desk shared mailbox, your shared mailbox will have a different name.

Accessing a shared mailbox in Microsoft Outlook on MacOS 

1. Open Microsoft Outlook.
                        
    
2. With Microsoft Outlook open and selected, choose Tools from the top menu bar, then select Accounts. 
   
3. Click the little arrow (>) icon under the Mail Accounts area.
   
4. Click on the little (>) icon under Delegates & Sharing. 
   
5. Click Shared With Me then click the plus (+) icon in the bottom left of the menu. 
   
6. Begin typing the full email address of the shared mailbox. It should autocomplete the available email accounts. Select the correct email from the generated list, then select Add.
    
7. You should now be able to find your Shared Mailbox at the bottom/end of your list of folders located on the left side. Note: The image below depicts our IT Service Desk shared mailbox, your shared mailbox will have a different name.
8. To expand the list of subfolders within your shared mailbox, select the (>) arrow located to the left of your Shared Mailbox name. 
   

Accessing a shared mailbox in Microsoft Outlook in a web browser

1. Go to http://outlook.office365.com/ in your web browser of choice. We recommend Google Chrome, Mozilla Firefox, or Microsoft Edge.
2. Click on your name in the top right corner then choose Open Another Mailbox
   • 
3. ​​​​Type in the email address of the shared email in the textbox on screen then click Open
   • 
4. ​​​​​​​You can now find your shared mailbox listed as an option at the bottom/end of your list of folders on the left side as shown below.
   Click the ► icon to the left of the Shared Mailbox folder name to expand all subfolders of the Shared Mailbox. Note: Emails may not display immediately. You may get an error message. Please be patient, this may take several minutes. Once completed, you should now be able to see and access the emails to this shared inbox in your instance of Outlook. Note: The image below depicts our IT Service Desk shared mailbox, your shared mailbox will have a different name.

If you are unable to successfully resolve your issue or add a shaired mailbox, please record the error message you receive and submit a help request. Or, contact the IT Service Desk at 330-941-1595 or servicedesk@ysu.edu