Add a Shared Mailbox Folder in Outlook for Windows
- Cassandra Rinker
- Jessica Steele
You must add the account name to the list of additional mailboxes before it displays in your Outlook account.
If someone is a full access delegate (FAD), such as an owner, the shared account folder should appear automatically for them. These instructions apply to someone already granted access by an FAD.
Types of sharing
Outlook allows two types of sharing:
Folder permissions: This type of sharing allows selected others to view the contents of a specified folder, but does not allow others to send email on your behalf.
Delegates: You can also designate delegates, who can have different permissions but also the additional ability to send email on your behalf. By default, a delegate has Editor permissions on the Calendar and Tasks folders. For instruction on how to set up a delegate, view Microsoft's instructions for delegating access.
How do I see a shared mailbox?
From the File tab in Outlook, select Info.
Under Account information, click Account Settings.
From the Account Settings drop-down menu, choose Account Settings.
Under the E-mail tab, select your account and click Change.
Click More Settings.
Click the Advanced tab.
Click Add.
In the Add Mailbox field, enter the name of the shared mailbox account (including the domain, e.g., @mail.wvu.edu or @hsc.wvu.ed) or the name of the person who shared a folder with you and then click OK.
Click OK. Then click Next and then Finish.
Close the Account Settings window. The shared mailbox account will be visible under your folder list on the left side of the screen. You will only see folders for which you have been granted permission by the FAD.
Grant Shared mailbox permissions
Full Access Delegates can grant permission to folders and shared mailbox accounts by following the directions based on the platform they use to access the system:
Send As permissions only allow a user to send an email from the email account; it DOES NOT grant visibility/edit access to that email account.