How to use an Exchange Mailbox that has been shared with you

Overview

When you are granted Full Access permissions to a shared mailbox, you can easily access and manage it through Outlook or Outlook on the web. This guide will walk you through the steps to automatically or manually add the shared mailbox to your account, and provide tips on forwarding emails if you don't have Send As permissions. Whether you're using the desktop application or the web version, you'll find all the information you need to effectively use your shared mailbox.

Target Audience

Everyone

Instructions

  1. Automatic Display of newly Shared Mailbox in Outlook Client

    When you are granted Full Access permissions to another mailbox, Outlook is designed to automatically display this mailbox in your Navigation Pane, which is the area on the left side of the Outlook window where you can see your mail folders.

    Here's how you can use it:

  2. Automatic Display:
    1. How It Works: Once Full Access permissions are granted, Outlook will automatically add this mailbox to your Navigation Pane.
    2. Where to Find It: Open Outlook and look at the Navigation Pane on the left side of the window. The shared mailbox should appear below your primary mailbox. It will be listed with the name of the mailbox owner.
    3. How to Use It: You can expand the shared mailbox just like your own mailbox by clicking the arrow next to the mailbox name. You can then navigate through the folders, read emails, and perform other actions as needed.

Forwarding Email from Someone's Account

If you need to forward an email from a shared mailbox and you do not have Send As permissions, you will need to change the "From" field to your own name. Here are the steps:

  1. Open the Email: Open the email you want to forward.
  2. Forward the Email: Click on the Forward button.
  3. Change the "From" Field:
    1. Show From Field: If the "From" field is not visible, click on the Options tab and select From to make it visible.
    2. Select Your Name: Click on the "From" dropdown and select your own email address. If your email address is not listed, you can manually type it in.
  4. Send the Email: Complete the email as usual and click Send.

Manual Addition of Shared Mailbox in Outlook

If the shared mailbox does not appear automatically, you can add it manually:

  1. Open Outlook: Launch your Outlook application.
  2. File Menu: Go to the File tab.
  3. Account Settings: Select Account Settings, then Account Settings again from the dropdown.
  4. Change Account: Choose your account and click Change.
  5. More Settings: Click on More Settings.
  6. Advanced Tab: Go to the Advanced tab.
  7. Add Mailbox: Under Mailboxes, click Add and enter the name of the mailbox you have access to.
  8. Finish: Click OK, then Next, and Finish.

Accessing a Shared Mailbox in Outlook on the Web

  1. Sign In: Log in to your Outlook on the web account.
  2. Add Shared Folder:
    • Folders Pane: Right-click on Folders in the left navigation pane.
    • Add Shared Folder: Select Add shared folder.
    • Enter Mailbox Name: In the dialog box, type the name or email address of the mailbox you have access to and click Add.
  3. Access Mailbox: The shared mailbox will now appear in your folder list. You can expand or collapse it as needed.

 

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