1. Email: Office 365
  2. Accessing Shared Mailboxes in Outlook

Accessing Shared Mailboxes in Outlook

Accessing your shared Mailbox/Calendar in the Outlook Client on a PC

There are no actions required, the shared mailbox should automatically show up under your main mailbox in the left-hand folder pane.

If it is not already there, restart Outlook.

To send from this shared mailbox using outlook, you will have to add the “From” field in outlook. To add the field:
1. Open a new message
2. Click on the options menu
3. Under “Show Fields” choose “From”.
This field will now be visible in any new messages.
Additional information can be found on the Microsoft support site.

 

 

Accessing your shared Mailbox/Calendar in the Outlook Client on a Mac

1. Open the Outlook app.
2. Click File, Open, Shared Mailbox.
3. Enter the mailbox name or email address.
4. Highlight the mailbox and click Add.

The shared mailbox should now show up under your main mailbox in the left-hand folder pane.

To send from this shared mailbox using outlook, you will have to add the “From” field in outlook. To add the field:
1. Open a new message
2. Click on the options menu
3. Under “Show Fields” choose “From”.
This field will now be visible in any new messages.
Additional information can be found on the Microsoft support site.

 

Accessing a Shared Mailbox via Outlook Mobile

(You cannot access shared mailboxes via the iOS Mail Application so you have to install the Outlook Mail Application)

1. After you install Outlook from Microsoft on your mobile device, sign in to your Microsoft account using your account@UR.rochester.edu address.
2. Tap the Add Account button in the left navigation pane, then tap Add a Shared Mailbox and enter the shared mailbox email address.
3. Tap, Add Shared Mailbox to complete the process.
4. Tap the Home button on the Outlook screen
5. The initials of the shared mailbox will show in the left-hand column of the app, below your initials.
6. Tap the initials to switch between mailboxes.

Additional information can be found on the Microsoft support site.

 

Accessing your shared Mailbox via Office 365 Webmail

1. Sign into your account in Outlook on the web.
2. Right-click Folders in the left navigation pane, and then choose Add shared folder.
3. In the Add shared folder dialog box, type the email address of the shared mailbox, and then click Add.
The shared mailbox and its folders are displayed in the left navigation pane each time you open Outlook on the web.

If you want to manage settings or send from a shared mailbox using webmail, click on your initials that show in the circle on the top right and choose “Open another mailbox”.