Opening a Shared Mailbox or Calendar


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 ArticleSend from a Shared Mailbox Address in Outlook

Shared Mailbox Instructions

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

  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
  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 > Advanced > Delegates.
  2. Add the mailbox under Open these additional mailboxes

Outlook Mobile App (iOS and Android)

  1. Sign in to your primary account in Outlook for iOS or Android.
  2. Tap the Add Account button in the left navigation pane, then tap Add a Shared Mailbox
  3. If you have multiple accounts in Outlook Mobile, select the account that has permissions 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. 

Shared Calendar Instructions


  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 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.


Article ID: 118075
Fri 10/9/20 4:18 PM
Thu 8/19/21 2:19 PM
Microsoft 365