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UAlbany Mail - Add a shared mailbox in Outlook (alternative method)

UAlbany Mail - Add a shared mailbox in Outlook (alternative method)

Owned by Fung, Odette A
Last updated: Aug 23, 2023 by Grosshandler, Mike
3 min read

Instructions

The recommended method of accessing a shared mailbox in Outlook is to add it as a full Exchange account, which allows access to all features and settings, such as automatic replies, inbox rules, saving replies within the shared mailbox's Sent Items folder, and saving deleted items to the shared mailbox's Deleted Items folder. 

Instructions for configuring Outlook (recommended methods)

Alternative methods of accessing a shared mailbox in Outlook are described below.  Please note that adding a shared mailbox as described below will not give you access to all of the shared mailbox's features and settings, such as automatic replies and inbox rules. Additionally, replies you send from the shared mailbox will be saved to your personal Sent Items folder, and messages you delete from it will be moved to your personal Deleted Items folder.

Windows

  1. With Outlook open, Click the File tab. Click Account Settings, then Account Settings....

    Outlook's Account Settings menu
    Outlook's Account Settings menu

  2. Click the Change icon.

    Change button in list of accounts
    Change button in list of accounts




  3. Click the More Settings button.

    More Settings button in the Change Account window
    More Settings button in the Change Account window




  4. Click the Advanced Tab, then Click Add.

    Advanced tab and Add... button
    Advanced tab and Add... button




  5. Type in name of departmental mailbox name, and Click OK.

    Sample account name and OK button
    Sample account name and OK button




  6. Verify the new Mailbox is listed under “Open these additional mailboxes“, then Click OK.

    OK button after entering shared mailbox name
    OK button after entering shared mailbox name




  7. Click Next.

    Next button in Server Settings
    Next button in Server Settings




  8. Click Finish.

    Finish button after entering settings
    Finish button after entering settings




  9. Click Close.

    Close button to complete process
    Close button to complete process




  10. Here’s what your Outlook Client will look like once your new Mailbox is added.

    Sample of newly-added account in Outlook's list
    Sample of newly-added account in Outlook's list

Mac

  1. In the Tools menu, choose Accounts, and select the account that has access to the mailbox.

  2. Click the Advanced... button

  3. Go to the Delegates tab

  4. Under Open these additional mailboxes, click the + button to add a shared or delegated mailbox

 

Alternatively, you can go to File > Open > Shared Mailbox, to open a shared or delegated mailbox.