Information Services Division


Open a shared mailbox in Outlook 2016 for Windows

Shared mailboxes allow a group of users to view and send email, and share a calendar from a common mailbox.

If your mailbox has been set up, use this guide to learn how to open it.

Before you start...


1. Click on the File tab at the top-left hand side of the window making sure you are in the Info section.

2. Now select Account Settings and then Account Settings again.

Fig 1. Location of Account Settings option…

Fig 1. Location of Account Settings option
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3. Select the Email tab and then click on Change.

Fig 2. Location of Change option within Email tab…

Fig 2. Location of Change option within Email tab
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4. A Change Account wizard will be displayed. Select More Settings.

Note: You may receive a prompt advising you that changes made within Outlook will require you to restart the application. Select OK to this window.

Fig 3. Location of More Settings option…

Fig 3. Location of More Settings option
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5. Select the Advanced tab and click on Add…

Fig 4. Advanced tab…

Fig 4. Advanced tab
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5. Enter the display name, email address or userID of the account which you have been granted permission to and click OK. Select OK to the previous window. 

Fig 5. Add Mailbox window…

Fig 5. Add Mailbox window
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6. Within the previous Change Account wizard, select Next and then Finish. Close and restart Outlook.

7. The shared folder should now be displayed within your folder list on the left-hand side along with your own folders.

Fig 6. Illustration of where the new folder will appear in the Outlook window…

Fig 6. Illustration of where the new folder will appear in the Outlook window
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