Adding a shared mailbox to new Outlook for Windows

This article applies only to the new version of Outlook desktop app for Windows. If you are still using Classic Outlook (i.e. legacy version), we recommend that you switch to the new Outlook using the Try the new Outlook toggle in the top right-hand corner of the Outlook's window.

After your admin has added you as a member of a shared mailbox, close and then restart new Outlook. The shared mailbox should automatically display in your Folder pane. Once you see the mailbox there:

1. Click the three dots next to the mailbox' email address and select Convert to full account. This will ensure that messages sent from this mailbox will include its email address in the From header, and that copies of sent messages will be saved in this mailbox' Sent folder rather then your own.
2. Click Restart Outlook to restart Outlook when prompted.
3. Optional: Click the three dots next to the mailbox' email address and select Manage Account then click Manage button next to mailbox' name in your Outlook settings and update display name of this mailbox under Account description.

NOTE: Some mailboxes added may not show up automatically in Outlook. Outlook is limited to displaying only the first 32 entries. If you have an archive, your own account counts as two entries. Also, it may take a few minutes before the shared mailbox appears after permissions were granted. Wait a bit and then close and restart the new Outlook again. Or, add the shared box manually following these steps:

1. In the Folder pane, right-click your account name, and select Add shared folder or mailbox.
2. In the Add shared folder or mailbox window, type the name of the mailbox you want to access, for example, info@uwindsor.ca. Your mailbox will be automatically addes as a new account.

To manually remove the shared mailbox account entry from new Outlook:

1. Go to ⚙️ Settings.
2. Select Accounts.
3. Select Your accounts.
4. Click Manage button next to the shared mailbox.
5. Click Remove button.

To manually remove the shared mailbox entry from new Outlook:

1. Click the three dots next to the mailbox' name in Folders pane.
2. Select Remove shared mailbox of folder.

If this options is greyed-out, it could mean one of two things:

1. This entry was converted to an account - follow steps to remove the shared mailbox account entry from new Outlook.
2. You still have permissions to access this auto-mapped mailbox - submit a ticket to have your permissions removed.

Additional Information

• Open and use a shared mailbox in Outlook - Microsoft Support
• Manage shared mailbox settings in new Outlook - Microsoft Support