How to Add a Shared Mailbox in Outlook (Desktop or Web App)

This article explains the steps for adding a shared mailbox (also referred to as a shared email account) to your personal Outlook if it does not automatically populate.

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.

Add Shared Mailbox in Outlook Desktop App

Select "File" from the top task bar.

Screen capture showing File tab on Outlook Desktop App

Click on "Account Settings" to open a drop down menu. Click on "Account Settings..." from the drop down.

Screen capture showing File tab expanded and selecting Account Settings on Outlook Desktop App

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.

Screen capture showing Account Settings window, additional settings window, and exchange settings window with Advanced tab selected on Outlook Desktop App

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.

Add 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.

Screen capture showing Folders tab right-clicked to show Add option in Outlook Web App

Enter the email address of the shared mailbox and click Add.

Screen capture showing Add option window to add a folder/shared mailbox in Outlook Web App

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 Sending email from a Shared Mailbox.


Keywordsshared mailbox email account outlook desktop web app OWA   Doc ID131763
OwnerJordan R.GroupUW-La Crosse
Created2023-09-29 08:29 CSTUpdated2023-11-13 11:16 CST
SitesUW-La Crosse
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