Microsoft Outlook: Access and Use a Shared Mailbox Email & Calendar

This article is intended for new users who have been granted access to a Shared Mailbox in Microsoft Outlook. A shared mailbox is an email account that multiple users can access and manage directly through their Ithaca College account without the need for a separate username or password. It allows users to read and send messages from a common email address and includes a shared calendar for coordinating meetings and events. Shared mailboxes help teams collaborate more efficiently by centralizing communication and providing a consistent point of contact. Once access is granted, the shared mailbox can be added to your Outlook profile and used alongside your personal email account.

Audience

This article is intended for Ithaca College faculty and staff who have been granted access to a shared mailbox and want to manage email and calendar functions through Outlook.

Platform

Microsoft Outlook for Windows, macOS, Web, iOS, and Android

Instructions

Accessing a Shared Mailbox

Outlook (New) for Windows

Once access has been granted to the shared mailbox, close and restart Outlook. The shared mailbox will automatically display under the Shared with Me folder.

Outlook for macOS

  1. In Outlook for macOS, select Tools > Accounts in the top-level menu.
  2. Select your personal Ithaca College email account that has access to the shared mailbox.
  3. Select Delegation and Sharing.
  4. Choose the Shared With Me tab.
  5. Choose + to add a shared mailbox.

Alternatively, select File > Open > Shared Mailbox in the top-level menu.

Outlook on the web

  1. Navigate to Outlook on the web using a web browser at https://outlook.office.com/mail/.
  2. Click the gear icon at the top right of the Outlook window.
  3. Click Account in the left list of Settings, then click Shared with me.
  4. Click the green +Add button and enter the email address of the shared mailbox, select it from the results, and then click Continue.
  5. The account will then show up in the bottom left folder list in Outlook

Alternatively, to open the mailbox in a new window, select your account profile in the top right corner, select "Open another mailbox," enter the email address of the shared mailbox, and then select Open.

The shared mailbox displays on your folder list in Outlook on the web. You can expand or collapse the shared mailbox folders with your primary mailbox.

Mobile

If you use Outlook for iOS or Android, you can add a shared mailbox you have permission to access on Outlook Mobile.

Sending Email

When you are granted access to a shared mailbox, you can send messages on behalf of that account. When you want to send a message from your shared mailbox, the address will be available in your From drop-down list. Whenever you send a message from a shared mailbox, your recipients only see the shared email address in the message.

Outlook (Classic) for Windows

  1. In Outlook for Windows, choose New Email.
  2. If you don't see the From field at the top of your message, choose Options > From.
  3. Click From in the message, and change to the shared email address. If you don't see your shared email address, choose Other email address and then type in the shared email address.
  4. Choose OK.
  5. Finish typing your message and then choose Send.

Outlook (New) for Windows

  1. In Outlook for Windows, select the Mail in the top-right of the application.
  2. On the Home tab, select New > Mail.
  3. If you don't see the From field at the top of your message (next to Send), on the Options tab, select Show From.
  4. Select From in the message, and change to the shared email address. If you don't see your shared email address, choose Other email address and then type in the shared email address.
  5. Finish typing your message, then choose Send.

Outlook for macOS

  1. In Outlook for Windows, select the Mail in the top-right of the application.
  2. Select New > Mail.
  3. Select From in the message, and change to the shared email address. If you don't see your shared email address, choose Other email address and then type in the shared email address.
  4. Finish typing your message, then choose Send.

Outlook on the web

  1. Navigate to Outlook on the web on a web browser at https://outlook.office.com/mail/.
  2. Click  New mail above the folder list.
  3. Next to the Send button, click the email address and select the shared mailbox you want to send from.

See also: Open and use a shared mailbox in Outlook on the web (microsoft.com)

Mobile

  1. In Outlook for Mobile, select the Mail tab.
  2. Select the  New Mail button.
  3. Select the account listing at the top under New Message, and change to the shared email address.
  4. Finish typing your message, then choose  Send.

Shared Calendar

Outlook (Classic) for Windows

  1. In Outlook for Windows, select  Calendar in the navigation pane.
  2. The shared calendar will appear under My Calendars.

Outlook (New) for Windows

  1. In Outlook for Windows, select  Calendar in the navigation pane.
  2. Select  Add calendar.
  3. Select Add from directory.
  4. Select the account you want to add it to (e.g., your personal Ithaca College email account).
  5. Search for the shared mailbox.
  6. Select the calendar folder you want to add it to.

Outlook for macOS

  1. In Outlook for Windows, select  Calendar in the navigation pane.
  2. The shared calendar will appear in the left pane.

Outlook on the web

Anyone who has access to the shared mailbox can access the shared calendar. To access the calendar:

  1. Navigate to Outlook on the web on a web browser at https://outlook.office.com/mail/.
  2. Select Calendar.
  3. Right-select Other Calendars and then select Open calendar.
    Open calendar feature
  4. In From directory, search for the shared calendar you want to open. Select the shared mailbox you want to open, and then select Open.

The shared calendar will be displayed in your Calendar folder list.

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