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Office 365 - Outlook - Adding Shared Mailbox
When your user account is granted access to a shared mailbox (also referred to as a shared email account), the mailbox should automatically populate in the left navigation pane of your personal Outlook. It will appear as a separate folder. On occasion, the shared mailbox does not display and needs to be manually added. Please see instructions below for your preferred Outlook app type for how to manually add a shared mailbox.
Accessing a Shared Mailbox account directly means (Recommended)
- Sent Items will show in the Shared Mailbox
- Deleted Items will show in the Shared Mailbox
- Everyone accessing the shared account will have access to everything in it
Adding a Shared Mailbox means
- Sent Items will show in your personal Sent Items
- Deleted Items will show in your personal Deleted Items
- No one else will have access to any of the above items
Accessing a Shared Mailbox Directly (Recommended)
I Need a Shared Mailbox
Before you can use a shared mailbox, the Microsoft 365 admin for your organization has to create it and add you as a member. Contact the Eagle Help Desk by submitting a ticket for further assistance with these first steps.
I have a Shared Mailbox
Sign into your email at email.uwlax.edu then click Mail.
Click your initials in the upper right corner, click Open another mailbox.
Enter the name of the mailbox and choose it from the drop down.
Open.
The mailbox will open in another tab of your browser. New Mail will automatically be sent from this account.
All Sent Items will be stored in the account and not in your personal Sent Items folder.
*Need more help with Outlook? Then check out the Microsoft Support website for Outlook help & learning.
Adding a Shared Mailbox in Outlook Desktop App
Select "File" from the top task bar.
Click on "Account Settings" to open a drop down menu. Click on "Account Settings..." from the drop down.
From the pop-up window that appears, make sure your email is highlighted and click "Change" from the options above it. Select "More Settings" from this new window.
Yet another new window appears. Select the "Advanced" tab.
Click "Add..." and then enter the email address of the shared mailbox and click OK. Click OK and then next and finish on the previous window.
The shared mailbox should then appear in your navigation pane.
If you receive an error such as "Cannot display the folder. Microsoft Outlook cannot access the specified folder location. The operation failed. An object cannot be found." when attempting to open a shared mailbox folder, please submit a help desk ticket to verify that you have appropriate access for the shared mailbox.
Adding a Shared Mailbox in Outlook Web App (OWA)
With Outlook on the web open, right-click on "Folders" in the navigation pane. Click "Add shared folder or mailbox" from the drop down menu that appears.
Enter the email address of the shared mailbox and click Add.
The shared mailbox should then appear in your navigation pane.
If you receive an error such as "You might not have permission to perform this action." when attempting to open a shared mailbox folder, please submit a help desk ticket to verify that you have appropriate access for the shared mailbox.
For more information on using a shared mailbox, see Office 365 - Outlook - Sending Email from a Shared Mailbox.