Shared Mailbox: Opening a Mailbox or Calendar

Overview

A shared mailbox is a mailbox that multiple users can use to read and send email messages. Permissions to the shared mailbox must be granted BEFORE attempting to open the shared mailbox. 

Related Article: Send from a Shared Mailbox Address in Outlook

Opening a Shared Mailbox

Outlook on the Web

By default, any shared mailbox to which you have permissions will display in the left navigation pane towards the bottom. If you would like to see the shared mailbox in its own tab, follow these steps:

1. Log into Outlook on the Web.
2. Click Outlook on the left.
3. On the Outlook on the web navigation bar, click your name. A list appears.
4. Click Open another mailbox.
5. Type the email address of the other mailbox that you want to open, and then click Open. Another Outlook on the web session opens in a separate window, allowing access to the other mailbox.

Outlook for Windows

Note: Outlook for Windows can take several hours to display the Shared Mailbox after granting permission.

1. Open Outlook.
2. Choose the File tab in the ribbon.
3. Choose Account Settings, then select Account Settings from the menu.
4. Select the Email tab.
5. Make sure that your personal UTK email address is highlighted, then choose Change.
6. Choose More Settings > Advanced > Add.
7. Type the shared email address, such as info@contoso.com.
8. Choose OK > OK.
9. Choose Next > Finish > Close.

Want to send from that account? Send from a Shared Mailbox Address in Outlook

Outlook for macOS

1. On the Tools menu, click Accounts. 
2. Click Delegation and Sharing then click the Shared With Me tab.
3. Click the plus sign +. 
4. Enter the email address in the search bar then click Add. 

Outlook Mobile App (iOS and Android)

1. Sign in to your primary account in Outlook for iOS or Android.
2. Tap your profile icon, then the Settings gear.
3. Tap Add Mail Account, then Add a Shared Mailbox. 
4. Type in the name of the Shared Mailbox you wish to open, then tap Add Shared Mailbox.
5. If you have multiple accounts in Outlook Mobile, select the account that has permission to access the shared mailbox. 
   • After the account setup process completes, the shared mailbox will display in your account list in Outlook for iOS or Outlook for Android. 
   • To remove a shared mailbox, go to Settings > Accounts. Then tap on the shared mailbox and select Delete Account. 

Opening a Shared Calendar

Outlook for Windows

1. In the Home tab under the Manage Calendars group, select Open Calendar.
2. Select Open Shared Calendar.
3. Type the name of the shared calendar in the Name box, then click OK.

Outlook for Mac

1. Click File in the upper left corner of your screen. 
2. Click Open then click Shared Calendar. 
3. Enter the email address or name of the shared calendar account in the search bar. 
4. Click Open. 

Outlook on the Web

1. Log into Outlook on the Web.
2. Click Outlook on the left.
3. Click the Calendar icon. 
4. On the left, above My calendar select Add calendar. 
5. Choose Add from directory, enter the name of the calendar you wish to open, and click Add. The calendar will now appear in the left navigation.

Outlook Mobile App (iOS and Android)

1. Sign in to your primary account in Outlook for iOS or Android.
2. Go to the Calendar tab, select your profile icon in the upper-left, tap the Add Calendar button, then tap Add Shared Calendars. 
3. Type in the name of the Shared Calendar, then tap +. If you have multiple accounts in Outlook Mobile, select the account that has permission to access the shared mailbox. 
4. After the account setup process completes, the shared calendar will display in your calendar list.
   • To remove a shared calendar, tap on your profile icon, select the gear next to the calendar to remove and select Remove Shared Calendar.