Setting up an Outlook profile with only a shared mailbox

Owned by
Mike Grosshandler
Last updated: Jun 05, 2023
2 min read

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It is possible to set up an Outlook profile with only a shared mailbox in it.  To do this, authentication for the mailbox will still need to be an actual person's login info. 

This may be done in order to send a mail merge from a shared/Departmental mailbox. 

For most other cases, you can add a shared mailbox to your existing profile along with your own mailbox.

Instructions

  1. Close Outlook.

  2. In Windows, click Start > Control Panel > Mail (32 bit).

  3. Add a new profile by clicking Show Profiles.

  4. Click "Add...".

  5. Give the profile a name and click OK.

  6. The email address will be filled in with your info.  Replace the pre-filled email address and put in the shared mailbox's full email address. Leave the password fields blank for now. 

  7. Click Next.

  8. When prompted for credentials, replace the departmental mailbox address with your personal UAlbany Mail address.  Click Next.

  9. If prompted, select Work or school account:

  10. If prompted, check the box to remember the credentials and click OK.

  11. Click Finish on the next screen.

  12. If prompted, complete 2-Step with Duo.

  13. Choose whether you would like to be prompted to select a profile each time you open Outlook or to always use that profile, and then click OK on the Mail window to close that.

  14. If prompted when opening the profile for credentials, again put in the user's email address (not the shared mailbox) and password.  You may need to complete 2-Step with Duo once more to complete this process.