How to Add a Shared Mailbox to the Outlook Client and the Outlook Web App

Introduction

This article will show you how to add a shared mailbox to your Outlook Desktop Application and will show you how to access your shared mailbox via the Outlook Web App.  This article does not give you access to the shared mailbox itself.  To get access to a shared mailbox please fill out this TDX form here: Departmental Email / Student Employee Email Address Requests. 

Steps

Outlook Desktop Client (Classic Outlook)

1. Go to "File"

    

2. Click on "Account Settings"

    

3. On the drop-down menu click on "Account Settings"

    

4. Double click on your email address
5. Click on "more settings"

    

6. Click on "Advanced"
7. Click on "add"
8. Type in the name of your shared mailbox (everything before the @) and click on apply.  After clicking on "Apply" your outlook client may go into a non-responsive state.  This is normal and should resolve itself in a minute or two.
9. After it is added, click on ok.  Then you may exit the account settings page and go back to your inbox.  You should see your shared mailbox underneath your main mailbox.

Outlook Desktop Client (New Outlook)

1. Go to "Mail"  (the envelope).
2. In the Folder pane, right-click your account name, and select "Add shared folder or mailbox".

   

3. In the "Add shared folder or mailbox" window, type the name of the shared mailbox email address and click "Add".  For example, it-help@indstate.edu.

To Access the Folder

1. In the folder pane on the left, locate the "Shared with me" folder.
2. Select the folder that was just added and expand it.

Outlook Web App 

1. Login to portal.office.com
2. Click on "Outlook"
3. Click on your initials in the upper right hand corner (this could also be a picture)
4. Click on "Open another mailbox"
5. Type in the name of your shared mailbox.  It should auto complete.  Click on the mailbox when you see it
6. Click on "open'
7. Your shared mailbox should open in another tab in your web browser.

Additional Information

If you have any questions about adding a shared mailbox to your outlook client or web app please give us a call at 812-237-2910 or email us at it-help@indstate.edu