Index

Adding the Shared Mailbox to Outlook

Outlook (New), Outlook for the Web

1. Right-click your Username above the Inbox, and select Add Shared Folder or mailbox.

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2. In the prompt, type the name of the shared mailbox you wish to add. Then, click Continue.

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You should now see your shared mailbox in the left column of your web email. This will be below all of your folders like Inbox, Deleted Items, Junk Email, etc.

Outlook (Classic)

Typically, a shared mailbox will load automatically in Outlook (Classic) due to legacy mailbox handling rules that were excluded from newer versions of Outlook. It may require a little sync time and restarting Outlook (Classic) before it will appear, typically not more than a few hours.

There are some reasons a shared mailbox might not show up automatically in Outlook (Classic). If your Outlook profile has become corrupted, or if you have closed the shared mailbox intentionally or accidentally, it will not reopen automatically even if you restart Outlook. These instructions will tell you how to attempt to reopen it.

1. Click File → Account Settings → Account Settings (from the drop-down).

2. In the Account Settings window, select your email account and click Change…

3. Click More Settings

4. In the Microsoft Exchange window, click the Advanced tab → Add

5. Type in the Mailbox name (not in the format of the email address)

6. Click OK

7. Click OK again and close out of all still-open settings windows.

You may need to reopen Outlook and it should show up.

If this does not work, you may want to create a new Outlook profile.

If you need additional help, please contact the Help Desk.

Send Email As a Shared Mailbox (or Email Group)

1. Start a New Mail (or New Email, in Outlook Classic)

2. Click the From drop-down menu > Other Email Address:
   
   

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3. Fill in the email address you’re trying to send-as. This will trigger an Outlook search to find a confirmed mail address in the Address Book, but some email addresses are hidden from the Address Book and will not show up in the search. You can still free-type an email address into this field.

4. Compose your email and send.

If you don’t see the From field, click Options and make sure the Show From box is checked:

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Or just From in Outlook (Classic)

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Using a Shared Mailbox Calendar

Opening a Shared Mailbox Calendar is similar to opening a Shared Mailbox, but in Calendars. If you have access to a Shared Mailbox Calendar, you can select that calendar and add events/appointments to the shared calendar and invite users to those events/appointments the same way you do on your own. The invitations will display as sent by the person who created the invites “on behalf of” the mailbox in the event or appointment request.

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Open the Calendar in Outlook (New), Outlook for the Web

From Outlook’s Calendar View:

1. In the navigation pane on the left, click Add calendar

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2. Click Add from directory

3. Select the account to search from.

   • This is typically your own. If you have management permissions to another mailbox, you can also select that mailbox here, and the permissions for whether you can open that calendar in the next steps will be based on the account you select.

4. Type in the email address to the mailbox of the shared calendar you’re trying to open. You might get an autosuggestion from the address lookup feature built into Outlook new and web.

   • If the shared mailbox is hidden from the address book, you might not get an autosuggestion for it here, but if you have the permissions for that mailbox, its calendar will still open:

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Open the Calendar in Outlook (Classic)

The calendar for your shared mailbox may show up here automatically under Shared Calendars in the lefthand navigation pane. If for any reason it does not, you can also open it manually.

From the ribbon at the top:

1. Click + Add Calendar → From Address Book

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2. Search for the name (rather than the email address) of the mailbox you want to open. If the mailbox is not hidden from the GAL, you can select it and hit OK.

   • Tip: You can choose what Address Book to search in Outlook (Classic). Click the Address Book drop-down and select “Global Address List” if you don’t see something you expected in the Offline (cached) version. Sometimes, the cached version may not show you the most up-to-date information.

View and Edit Calendar Permissions for a Shared Calendar

Outlook New, Outlook for the Web

Click the three dots next to the Calendar → Sharing and Permissions

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Outlook (Classic)

Right click the Calendar → Properties and then click the Permissions tab.

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Additional Reading

• Receive notifications from a shared calendar in Outlook - Microsoft Support

• Share an Outlook calendar as view-only with others - Microsoft Support

• Share and access a calendar with edit or delegate permissions in Outlook - Microsoft Support