Adding a shared mailbox in Outlook allows multiple users to send and receive emails as if they were their own. In this article, we will show you how to add such a mailbox and what requirements you need to fulfill.
Add a shared mailbox: A step-by-step guide
Adding a shared mailbox in Outlook is possible in most versions, but the exact process may vary slightly depending on the version and platform. Basically, all Outlook versions from Outlook 2016 onwards support the feature. To automatically add the mailbox in Outlook 2016, 2019, 2021 and Microsoft 365:
- Open Outlook and navigate to “File” then “Account Settings”. Select “Account Settings…” from the drop-down menu to open the settings.
- In the dialog that opens, select the desired account and click “Change”. There you will find the option “Additional settings”, which you have to click.
- Switch to the “Advanced” tab and click “Add”. Now enter the name of the shared mailbox you wish to add.
- Confirm your entries with “OK” and “Next” to complete the process. Then restart Outlook.
- It may take a few minutes up to an hour for the shared mailbox to appear. It will then appear in your Outlook folder list.
Manually adding a shared mailbox in Outlook: detailed instructions
If the automatic method doesn’t work, you can also add the shared mailbox manually. You would use this method if you wanted to manage the shared mailbox as a standalone account.
- Open Outlook and select “File”, then “Add Account”. Then enter the email address of the shared mailbox and click “Connect”.
- If Outlook asks for a password, do not enter your own password, but cancel the operation. Select the option “Set up another account manually”. Then click on “Exchange”.
- If Outlook can’t find the server settings automatically, you’ll need to have the following information to hand: the Exchange server address, the mailbox type (here: Exchange), the login information for your own mailbox and a proxy address if one is available. You can request this information from your IT support team.
- As soon as the connection has been validated, click on “Finish”. Then restart Outlook. The shared mailbox should now appear as a separate account.
Add a shared mailbox in Outlook for Mac: it’s quick and easy
Of course, you can also integrate shared mailboxes on your Mac. There are two ways to manage the account: you can either manage the shared mailbox alongside your main account or keep a completely separate account. However, method one has many advantages.
- Open Outlook and select “Outlook”, then “Settings” and finally “Accounts”. Click on “Add” and select “Add new account”.
- In the next step, enter the name of the shared mailbox and click “Next”. If Outlook now asks for a password, select “Sign in with another account”. Then enter the credentials for your own e-mail account. This is necessary because shared mailboxes usually do not have passwords.
- If the automatic setup fails, you can enter the server settings manually, namely: “Account type” = Exchange, “Server” = outlook.office365.com (for Microsoft 365) or the name of your company’s Exchange server. Under “Authentication”, enter your own Microsoft or company account. As “Email address”, enter the address of the shared mailbox. Under “Username”, enter your own email address (not that of the mailbox).
- Confirm your entries and click “Done”. You will need to restart Outlook. If everything went well, the shared mailbox now appears as a standalone account in the left sidebar as an additional folder. No additional sign-in is required to manage it.
- A single mailbox is more efficient for managing Outlook than a separate account. The shared mailbox’s mail, calendar, and contacts sync directly from your main account. You can send e-mail using the shared mailbox address without switching accounts. When you create a new message, simply change the “From” address to the shared mailbox.
- As an administrator, a separate account is useful because it is treated as a standalone account. This allows you to clearly separate team-related emails from other work-related emails. In addition, Outlook can synchronize the account locally so that you can read and write your emails offline. You can also set up your own rules, signatures, and automatic replies for a separate account.
Requirements for adding a shared mailbox in Outlook
Before you can add a shared mailbox in Outlook, some requirements must be met. This includes that your account is part of a Microsoft 365 subscription with administrator rights. In addition, the shared mailbox must already have been set up by the administrator.
- Your account must be part of a Microsoft 365 subscription. This is the only way to ensure full functionality of Outlook and the administration of shared mailboxes.
- It is essential that you have the necessary administrator rights. These rights allow you to create new mailboxes and manage existing ones.
- The shared mailbox must first be created via the Microsoft 365 admin console. Only then can it be added and used in Outlook.
- Make sure that all users who are to access the shared mailbox have valid licenses. Without this prerequisite, no permissions can be granted.
