Accessing a Shared Mailbox in Outlook Web App

If you have access permissions to a shared mailbox, you can use Outlook web app to open and manage that mailbox and its associated calendar. This includes mailboxes used for room and resource reservations. Follow steps outlined below to have any shared mailbox that you have been authorised to access be displayed under your primary mailbox. There are three different ways to do this:

1. Open a shared mailbox using its URL
2. Add the shared mailbox as a "shared folder" so it displays under your primary mailbox in Outlook web app
3. Open the shared mailbox in a separate browser window

Shared mailbox URL

Once you are granted access to a shared mailbox, you can access it using the web version of Outlook (i.e. Outlook web app). You do not need to install anything on your computer; all you need is a Web browser such as Edge, Chrome or Firefox.

Start your Web browser and open the following URL, where {mailbox} is replaced with the actual UWinID of the shared mailbox that you have been granted access to:

When asked for credentials, please provide your full e-mail address in the login name filed, example: jsmith@uwindsor.ca (do not use the personalised version John.Smith@uwindsor.ca), and your UWin Account password.

Add shared folder

This method is recommended if you want to access the shared mailbox and your primary mailbox at the same time. After you complete this setup, the shared mailbox and its folders are displayed in the left navigation pane each time you open Outlook web app. If you use this method and reply to messages, the messages will go out from your e-mail address, and the sent message will be deposited into your "Sent Items" folder. In order to have replies go out from the shared mailbox address, and have the sent messages saved in the shared mailbox "Sent Items" folder, you must use the second method described below.

1. In your browser, open Microsoft 365 portal (https://portal.office.com) and sign in with your UWin Account.
2. Click the Outlook icon to open your mailbox.
3. Right-click on Folders and select Add shared folder or mailbox.
   
    
4. In the add shared folder dialog box, type the name or email address of the shared mailbox, select it from the search results list, then click Add.
    

The shared mailbox displays in your folder list in Outlook web app. You can expand or collapse the shared mailbox folders as you can with your primary mailbox. You also can remove the shared mailbox from your folder list. To remove it, right-click the shared mailbox, and then click delete.

Open the shared mailbox in a separate browser window

We recommend that you use this method if you want to view and manage the email for the shared mailbox in its own browser window, reply to messages in the shared mailbox with the shared mailbox from: address, and have messages sent from the shared mailbox saved in the "Sent items" folder of the shared mailbox.

1. In your browser, open Microsoft 365 portal (https://portal.office.com) and sign in with your UWin Account.
2. Click the Outlook icon to open your mailbox.
3. Click on the personal avatar in the upper right corner on Outlook's navigation bar. If you personalized your Office 365 profile with a picture, your display picture will display here.
   
4. Click on Open another mailbox link.
5. Type in the e-mail address of the mailbox that you want to open.