Outlook: Getting Started with Your New Shared Mailbox & Calendar

This article explains how Ithaca College faculty, staff, and student organizations can access and use a shared mailbox in Microsoft Outlook to manage email and calendar functions.

This article provides instructions for Ithaca College faculty and staff who have been granted access to a shared mailbox. It includes steps for accessing the mailbox, sending email, using the shared calendar, and enabling mail merge functionality across Outlook platforms.

Audience

Ithaca College faculty, staff and students who have been granted access to a shared mailbox and calendar through Outlook.

Platform

Microsoft Outlook (Windows, macOS, Web, iOS, Android)

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Instructions

 📥 Accessing Your New 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.

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

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.

• See also: Open a shared Mail, Calendar or People folder in Outlook for Mac (microsoft.com).

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.

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

Outlook Mobile

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

• See also: Add a shared mailbox to Outlook mobile (microsoft.com).

Sending Email from the Shared Mailbox

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.

Enable Mail Merge Capability

Mail merges will not work unless this feature is enabled for the shared mailbox. To enable this capability, please consult an IT Administrator -  Email Account Help Request 

For more about using Mail Merge with a Shared Account please see Outlook: Mail Merges Using Microsoft Word 

🗓️ Accessing the 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.
   
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.

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

Resources

• Get Additional Help From an IT Administrator
  • Get Help or Consult IT Administrator -   Email Account Help Request 
  • Make Changes to an Existing Shared Mailbox -  Ithaca Email and Account Assistance 
• Ithaca College Knowledge Base Articles
  • Learn More About Shared Mailboxes - Outlook: Shared Mailbox Use Cases and Benefits
  • After Your Shared Mailbox Is Created - KB Article: getting started with a shared mailbox article
  • Mail Merge Support - Outlook: Mail Merges using Microsoft Word
  • Information for Departmental Accounts Previously Licensed and Upgraded to Shared Mailboxes - Outlook: Upgrading from a Departmental Email Account to a Shared Mailbox 
• Microsoft Resources
  • Open and use a shared mailbox in Outlook (microsoft.com)
  • Open a Shared Mailbox, Calendar or People folder in Outlook for Mac (microsoft.com))
  • Add a shared mailbox to Outlook mobile (microsoft.com)
  • Outlook on the Web - https://outlook.office.com/mail/