Add Another Mailbox in Outlook

This article explains permissions 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.

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 the Outlook app on a PC or Mac, or work with it using Webmail (also known as Outlook for the Web or Outlook Online).

Contents

• Mailbox Permissions
• Add a Mailbox in Outlook 365 App for Mac
• Add a Mailbox in Outlook 365 App for Windows
  • Add a Mailbox in NEW Outlook 365 App for Windows
• Use Webmail (aka Outlook Online) to Access a Shared Mailbox

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.  See our related article on Shared Mailboxes to learn more or click the Request Support button (above right) to create a Helpdesk ticket.

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:

• On Windows - allow someone else to manage your mail and calendar
• On Macs - add and manage delegates in Outlook for Mac

Add a Mailbox in Outlook 365 App 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 a Mailbox in Outlook 365 App 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.
   
   
    
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.
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.

Add a Mailbox in NEW Outlook 365 App for Windows

Important Note:  Classic Outlook 365 is still recommended for use in business settings.  See our "New" Outlook 365 article for details.

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.

Use Webmail (aka Outlook Online ) to Access a Shared Mailbox

Refer to Use Webmail to Access a Shared Account (PC & Mac) if you need to work with a shared mailbox, including reading/replying to messages, adjusting account settings, or creating account-specific rules.  Visit https://go.middlebury.edu/webmail to log in to Webmail to get started.