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Office of Information Technology

Adding Shared/Departmental Mailboxes


Below are instructions for accessing shared/departmental mailboxes using Outlook for Windows, Outlook for Mac, or Outlook Web Access.


Adding a Shared/Departmental Mailbox to Outlook on a Windows Computer

  1. Click on File > Account Settings button > Account Settings
Auto Settings window
  1. Highlight your Account Name in the window that pops up, then click CHANGE....
Account Name Selection
  1. Click the option for MORE SETTINGS...
More Settings button
  1. Click on the ADVANCED tab and then click the ADD button.
Advanced tab
  1. Enter the name of the existing mailbox that you would like to add.
  2. If one or more mailboxes with that name exist, choose from the selection that is presented and click OK.
  3. Click OK to apply the settings.
  4. Click NEXT and then FINISH in order to complete the setup process.
  5. The account should now be accessible in the left pane of Outlook.
Finish window


Adding a Shared/Departmental Mailbox to Outlook on a Mac Computer

  1. Click TOOLS.
Tools/Accounts window on Mac
  1. Click ACCOUNTS.
  2. Select your email account.
Select Email account window
  1. Click ADVANCED...
  2. Select the DELEGATES tab.
Delegates tab
  1. In the People I am a delegate for: window, click the plus sign.
People I am delegates for window
  1. At the Choose a Person window, search for the existing mailbox that you want to add.
  2. Click ADD and then OK.
  3. Close the ACCOUNTS window.
  4. Click on the button labelled SEND AND RECEIVE in the top right corner of Outlook 2016.
  5. The Shared Mailbox will become an additional mailbox on the left with its own inbox.


For instructions on adding Shared/Departmental Mailboxes using Outlook Web Access click here.