Add Another Mailbox in Outlook

This article explains permissions that are needed in order to access another person's or organization's mailbox.  It also describes how to add the mailbox to Outlook on a PC or Mac, or work with it using Webmail.


Mailbox Permissions

It is easy to add an additional mailbox to your folder list in Microsoft Outlook. You must, however, have permissions to another person’s or organization’s mailbox before you can see the contents.  Depending on how you will use the mailbox, you may need to submit a request for access to the Helpdesk.

Shared Mailboxes

If you want to be able to work fully with messages in a shared mailbox without mention of your own name (such as from Jane Doe on behalf of the Shared Account), then your supervisor should submit a request to the Helpdesk asking for you to be granted "full access with 'send as' permission."

Mailboxes Belonging to an Individual

With mailboxes belonging to an individual the mailbox owner can grant delgate permissions as follows:

Add a Mailbox in Outlook 365 for Mac

If you are a delegate and routinely respond to e-mail for someone else, you may want to add their mailbox to your account for quick access. You must have been granted at least Reviewer permission to open their mailbox and see it in your Folder List.

Add a mailbox to your Outlook folder view as follows:

  1. Click on Tools > Accounts then select your Exchange account at left.
  2. Click the Advanced… button in the lower right.
  3. Click the Delegates tab.
  4. Click the plus ("+") sign below the lower "Open these additional mailboxes" pane, then enter the name of the mailbox to which you have access. Click OK to select the mailbox.
  5. Click OK to close the Accounts window.
  6. The mail folders, calendar, contacts, etc for that mailbox should now be visible, assuming the owner has granted you delegate permissions.

Add Mailbox in NEW Outlook 365 for Windows

If your Outlook version doesn't have a File tab at the top, look to see if the New Outlook setting is turned on (upper right) to confirm that's the version you have.

As with older versions of Outlook, some mailboxes will appear automatically in your folder list at left.  Important:  You'll need to scroll down to Shared with me, then expand it to see additional mailboxes you can use.

  • If you were just granted access to the mailbox you'll need to close Outlook then relaunch it for the permissions to take effect.
  • If some mailboxes do not appear on their own after 10-15 minutes, you can easily add them manually by RIGHT-clicking your account name (email address) in the left-hand navigation pane, then choosing Add shared folder or mailbox.  Click Add after supplying the email address of the shared mailbox you need. 

For more information refer to Microsoft's New Outlook documentation.

Add Mailbox in Outlook 365 for Windows

  1. With Outlook open, click the File tab.
  2. In the Info (Account Information) section, click the Account Settings button then choose Account Settings from the drop-down list as shown below.

    Account Settings button with drop-down
  3. Double-click on your email address in the Name column. The Change Account dialog box opens.
  4. Click More Settings button. The Microsoft Exchange dialog box opens.
  5. Click the Advanced tab.
  6. Click Add button. The Add Mailbox dialog box opens.
  7. In the Add mailbox field type the display name (the last name may be enough) of the mailbox you want to add and then click OK. The mailbox name should be added to the Open these additional mailboxes list.
  8. Be sure to UNcheck the box beside “Download shared folders” as shown below to prevent issues with shared mailboxes.  Leave the “Use Cached Exchange Mode” box checked; this applies to your own account. MS Exchange Settings showing UNchecked Download Shared Folders box
  9. Click Apply then OK.
  10. On the Change Account dialog box click Next and then click Finish.
  11. Close the Account Settings and the Mail Setup – Outlook dialog boxes.

For more information, see Microsoft's article Open and use a shared mailbox in Outlook.

Use Webmail to Access a Shared Mailbox

Refer to Use Webmail to Access a Shared Account (PC & Mac) if you need to work with settings or rules for a shared mailbox.

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Article ID: 171
Fri 8/27/21 9:15 AM
Tue 4/2/24 4:43 PM

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