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How to add a Shared Microsoft 365 Mailbox to the Outlook Desktop App

So, you’ve been given access to a shared mailbox – how do you access it?

It’s common for several employees of a business to share access to a shared mailbox. For example, several team members might share an “[email protected]” mailbox to all manage the company’s accounting. Access to shared mailboxes is set by your Office365 Global Administrator.

Once you’ve been given permissions to the mailbox, you’ll want to add it into the Outlook App on your computer or laptop. But how? Logging in to a shared mailbox is a little different than setting up your personal email on your app – let’s run through the steps on how to go it.


What you’ll need

  • A Microsoft Office365 License
  • Permission to access a shared mailbox
  • Microsoft Outlook Outlook desktop app – download it from the App Store or Google Play

Don’t have a Microsoft 365 licence? Contact Us and we’ll help you get it set up.

1. Open Outlook Desktop App

Make sure you are logged in to your own account using your own email address and password. For example, [email protected].

At the top left, click ‘Outlook’ then ‘Preferences’. 




2. Select ‘Accounts’

A pop up will appear with the email account(s) you already have logged in on your Outlook App. Click your own email address – for example, [email protected]


3. Delegation and Sharing Settings

On the left hand-side, make sure you have your own email address selected, eg [email protected].

Then click the button ‘Delegation and Sharing’.

At the top of the box that pops up, select ‘Shared with Me’, then at the bottom left, hit the small plus icon.

4. Select Shared Mailbox

A text box will pop up – start typing in the name of the shared mailbox you’re trying to access, eg [email protected].

Once it pops up, click it.

Outlook will have a think, and make sure you have the permissions to add this shared account.

Hit the ‘Add’ button.


5. Start Using Your Shared Mailbox

Congratulations, you’re a tech wizard and have just added your shared mailbox to Office365 desktop app. You can start sending and receiving emails from this account immediately.

Send us a test email from your shared mailbox if you like, we’ll happily respond to let you know it’s working.

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