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Outlook - Manually add shared mailbox in Windows

Outlook - Manually add shared mailbox in Windows

How-to guide for manually adding a shared mailbox in Outlook for Windows when it doesn’t appear automatically.

Instructions

 

After Service Desk adds you as a member of a shared mailbox, it should appear automatically in the Outlook Folder pane. This process may take a few minutes. If it doesn’t you can follow the steps below.

Classic Outlook

  1. Go to File > Account Settings > Account Settings.

  2. On the Email tab, select your primary account and click Change.

    Screenshot 2026-04-16 104803-20260416-164843.png

  3. More Settings > Advanced > Add.

    image-20260416-164950.png

  4. Enter the shared mailbox email address.

  5. Click OK > Next > Done > Close.

  6. Restart Outlook if the mailbox doesn’t appear.

(Optional) Add as an additional account

This option allows reminders, rules, notifications, categories, and full mailbox behaviors—especially useful if auto‑mapping is off:

  1. From Outlook, choose File > Add Account.

    1. Enter the shared mailbox address and press Connect.

    2. When prompted to sign in, you need to use your own account credentials.

      1. If asks for a password for the shared mailbox, click Sign in with another account

      2. Enter your email address and password.

    3. Restart Outlook if the mailbox doesn’t show up.

New Outlook

  1. Right click your account name in the folder pane and choose Add shared folder or mailbox

    1. You can also open Settings then go to Accounts > +Add

      image-20260416-172057.png

  2. Enter the shared mailbox email address then click Continue.

  3. Click Close then restart Outlook (or refresh the page if on the web version