Outlook - Manually add a Shared Mailbox across multiple OS platforms

Updated: 05/29/2025
Article #: 129


How to manually access a Shared Mailbox in Outlook on  
multiple OS platforms 

 

Windows 

  1. Right click on your own name on the left side of Outlook 
     
     
     

  1. Choose Folder Permissions 

  1. On the General Tab – Click Advanced 

  1. In the Advanced Tab go to the Mailboxes section and click on the Add button 

  1. Then in the Add Mailbox text box type the name of the Shared Mailbox email address then click the OK button. 

  1. Then click the OK button again for the other text boxes that are open. 

 

Mac OS 

  1. Open Outlook on your Mac 

  1. In the Apple Menu Bar go to Tools and then choose the option Accounts... 

  1. In the Mail Accounts section click on the word Default

  1. Click on the > in the Delegation & Sharing section

  2. Choose the tab that says Shared With Me 

  1. In the Shared with Me section click on the plus (+) sign. 

  1. Then type the name of the Shared Mailbox then select the shared mailbox then click on the Add button. 

  1. Click the OK button and now in the shared mailbox should appear in the Shared With Me section then exit out of the Accounts text box 

  1. Then then entire shared mailbox should be added 

  1. If all the folders are not showing up then right click on the Shared Mailbox name that you just added then choose the option Synchronize Now 

***It may take several minutes or hours depending on how big the Shared Mailbox is to fully download the entire Shared Mailbox onto your Mac in Outlook. 

 

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Web 

  1. Go to outlook.com then login with your email address and Windows password 

  1. Click on the top right corner where your picture or initials are or my account 

  1. Choose the option Open another mailbox 

  1. A new text box will appear saying Open another mailbox then type the name of the shared mailbox that you want to access. 

  1. Once the Shared Mailbox has been selected click on Open button. 
     

  1. The Shared Mailbox that you selected will then open in a new tab in your web browser. 

 

Android 

  1. Open Outlook App on your Android device 

  1. Click on your image or initial(s) to the left of the word Inbox 

  1. Click on the Settings (gear) icon on the bottom left side of the screen 

  1. Click on the words ADD ACCOUNT 

  1. Choose the option Add a shared mailbox 

  1. Enter the email address of the shared mailbox then press the CONTINUTE button 

  1. It may take a few minutes to synch the shared mailbox 

  1. The Outlook App may close once synched and reopen the Outlook App 

  1. Click on the icon to the left of the word Inbox and now you should be see two different icons with your work email address and the shared mailbox. 
    ** You can only see one mailbox at a time 
    https://support.microsoft.com/en-gb/office/add-a-shared-mailbox-to-outlook-mobile-f866242c-81b2-472e-8776-6c49c5473c9f#:~:text=Sign%20in%20to%20your%20primary,to%20access%20the%20shared%20mailbox. 
     

iOS 

  1. Open Outlook App on your iOS device 

  1. Click on your image or initial(s) to the left of the word Inbox 

  1. Click on the Settings (gear) icon on the bottom left side of the screen 

  1. Click on the words Add Mail Account 

  1. Choose the option Add Shared Mailbox 

  1. Enter the email address of the shared mailbox then press the Add Shared Mailbox button 

  1. It may take a few minutes to synch the shared mailbox 

  1. The Outlook App may close once synched and reopen the Outlook App 

  1. Click on the icon to the left of the word Inbox and then select of the icons with the letter in it to show the full email address in order to see if you have selected the Shared Mailbox email 

** You can only see one mailbox at a time 
 






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