• Start MS Outlook and go to the File tab. Click Account Settings, and then select Account Settings from the menu. Now, click the Email tab, and ensure that the right account is highlighted. In the Email tab, click Change at the bottom.
  • Log in to your mailbox using Outlook Web App. In the Navigation bar on the top of the Outlook Web App screen, click on your name. A drop-down list will appear. Click Open another mailbox.
  • Guide to adding additional mailboxs to your profile in outlook. Guide to adding additional mailboxs to your profile in outlook.

Important: You need to have full access rights on the mailbox you wish to add to your profile.To know how to get full access permissions, read: How to give a user full access to another user’s mailbox. Under the Info header, click on the Account Settings button and then on the Account Settings in the list. In the E-mail tab, make sure your account.

If you have used Microsoft 365, you might be familiar with shared mailboxes used by a group of people or employees to receive and send email from a common email address. It helps teams to perform common emailing tasks effortlessly in the organization. Multiple users can access a shared mailbox if the administrator gives them access to it.

Using a shared mailbox in Microsoft 365 is pretty straightforward, but when it comes to adding and using a shared mailbox in Outlook, most people don’t understand it. So, in this article, we will discuss how you can add and use a shared mailbox in Outlook.

Read Also: Two Easy Ways to Migrate Outlook Emails to Office 365 Mailbox
Things to Know before using Shared Mailbox in Outlook

Before adding and using a shared mailbox in MS Outlook 2013, 2016, or 2019, make sure you have taken care of the following points:

Add
  • The shared mailbox should be set up and available in Microsoft 365
  • MS Outlook should be configured with your Microsoft 365 account
  • The administrator has given you access to the shared mailbox

Once the admin adds you to the shared mailbox in Microsoft 365, you need to close and restart MS Outlook. After restarting Outlook, the shared mailbox might appear in your folder pane below the primary mailbox. However, if this doesn’t happen, you can add the shared mailbox manually.

Adding Shared Mailbox to Outlook

Shared mailboxes take some time to appear in the Outlook folder pane. However, if it doesn’t work for you, then you can add it manually by following the below steps:

  1. Start MS Outlook and go to the File tab.
  2. Click Account Settings, and then select Account Settings from the menu.
  3. Now, click the Email tab, and ensure that the right account is highlighted.
  4. In the Email tab, click Change at the bottom.
  5. A new tab will appear on the screen; click More Settings>Advanced>Add.
  6. Now, provide the shared email address to which the admin has added you, and then click Ok.
  7. After that, click Next>Finish>Close.

The shared mailbox will now appear in your MS Outlook below the primary mailbox. Now, you can send or receive emails using this mailbox.

Using a Shared Mailbox in MS Outlook

After adding the shared mailbox to your Outlook, you can use it to send or receive emails. Let’s have a look at how to send emails from Shared Mailbox in Outlook.

  1. Open MS Outlook and click New Email above the folder list. A new message window will appear on the screen.
  2. Click the ‘…’ icon at the top of the message, and then select Show From.
    Note: The ‘Show From’ option shows that the receivers will receive the email from a shared mailbox address.
  3. If you’re using the shared mailbox for the first time, then you will have to add the email address in the From section drop-down list:
    • Right-click on the ‘From’ option and click Remove.
    • Enter the shared mailbox address, so the next time you send an email from the shared mailbox, it will appear as an option in the ‘From’ drop-down menu.
  4. Now, to add recipients, type the email or name of the person in your contact list or organization’s address list.
  5. Enter the subject related to the email, and then type the message that you want to send.
  6. After typing the message, click Send.

The email will be sent from the Shared Mailbox address.

Using the Shared Mailbox Calendar

A shared mailbox calendar is shared with the members of the shared mailbox. As a member, you can create, edit, and delete events in the Calendar. However, if you don’t have access to the shared mailbox calendar, then you can access it easily with the following steps. The steps are given for Outlook on the web.

  1. Use Outlook on the web to sign in to your account and then select Calendar.
  2. From the Calendar menu, right-click on the Other Calendar option and select Open Calendar.
  3. In the ‘From Directory’ look for the shared Calendar you want to open, select the Shared mailbox linked with the Calendar, and then click Open.
  4. The Shared Calendar will appear in your Calendar list.

Adding and using Microsoft 365 Shared mailboxes with MS Outlook is one thing, but if you want to backup your shared mailboxes, then it’s necessary to have a backup plan in place, or you can also opt for an automated solution like Kernel Office 365 Backup & Restore to backup Office 365 mailboxes automatically. Besides, if you want to import Outlook PST files to Office 365, then this software can be convenient. So, this is an essential tool for all Office 365 users.

Conclusion
How To Add Another Inbox To Outlook

Shared Mailboxes are one of the greatest features of Microsoft 365, which allows you to send and receive emails from a common id. So, we created this article to help those users to add shared mailboxes in MS Outlook. Moreover, we have introduced a tool to backup Office 365 data, including shared mailboxes.

More Information

There are two ways to add a shared mailbox in Outlook (Duke-supported versions of Outlook). This KB is to distinguish the differences/ advantages of using one way over the other, and then instruct a user how to connect a shared mailbox using either way.

How To Add Another Inbox To Outlook

The first option will add the mailbox more for viewing purposes. You will be able to read email from the shared mailbox but whenever you want to send an email 'from' the shared mail box, you would always have to click on 'from' button and drop the box down from your personal email to the shared mailbox email. Also, your shared mailbox sent mail and deleted mail will always be in your personal sent and deleted mail folders.

The second option will add the mailbox so that you are 'acting' as this particular mailbox. If you are in the shared mailbox for example, the 'from' field will automatically default to the shared mailbox (no manual drop-down necessary) and the sent and deleted items will show up in the shared mailbox's sent and deleted item folders instead of your personal sent and deleted items folders.

First option to connect a shared mailbox in Outlook:

1. Open Outlook

2. Click on 'File' tab in the top left

3. Account Settings > Account Settings (see image below)

4. Double click on your email account (see image below)

5. Click on 'More Settings' (see image below)

6. Click on 'Add' additional mailboxes under the 'Advanced' Tab (see image below)

Second option to connect a shared mailbox in Outlook:

1. Open Outlook

2. Click on 'File' tab in the top left

3. Account Settings > Account Settings (see image below)

2. Click on 'New' to create a new email account

3. Select 'Email Account' and then click 'Next'

4. Type the shared mailbox address into the 'E-mail Address' field and leave all the other fields blank, then click 'Next'

5. When/ if the auto-discover server box pops up, check mark the 'Don src='https://duke.service-now.com/t ask me about this website again' and then click on 'Allow'

5. When the credentials box pops up asking for your username and password, delete the shared mailbox from the username box and type in your NetID@duke.edu and personal NetID password instead. This will authenticate your credentials and verify if you have access to this shared mailbox. If you get a 'you do not have permissions..'error message, please contact your local IT support for them to grant you access to that shared mailbox.

6. Restart Outlook

If you need further assistance, contact your local IT support group/person

How To Add Another Inbox To Outlook Address

You can also contact your appropriate Service Desk:
University Users: OIT Service Desk - 919 684 2200
Duke Medicine Users: DHTS Service Desk - 919 684 2243





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