How do I access a shared mailbox?

Shared mailboxes are a great way to have a mailbox for people to access that is not going to cost the organisation a licence. I use them to archive a mailbox of a user who is longer with the organisation.  There are three ways you can access the mailbox..

Option 1

  1. Navigate to https://outlook.office365.com/owa/email@yourcompany.com (substituting the shared mailbox’s alias for email@yourcompany.com).
  2. Enter your own email address and password when prompted.
  3. After logging in you will be working in the shared mailbox.

Option 2

  1. Log in to Outlook Web Application with your email address and password.
  2. Select the drop-down link displaying your name at the top of right of the window (next to the log off link).
  3. In the drop-down Open Other Mailbox window, enter the name of the shared mailbox.
  4. A new window will open and you will be working in the shared mailbox.

Accessing a Shared Mailbox with the Outlook Client

Outlook for Mac 2011/2016

  1. While logged in to Outlook select Tools and then Accounts.
  2. In the Accounts window highlight your Microsoft Exchange account and select Advanced.
  3. In the Advanced window select the Delegates tab.
  4. Navigate to the People I am delegate for section.
  5. Click Add or + button.
  6. In the Select Users search field; enter the name of the shared mailbox and then click then click Find.
  7. Highlight the mailbox name then click OK and OK to close all previous windows.
  8. You will now have a permanent link to the shared mailbox in your mail folder hierarchy.

Outlook 2010/2013/2016

  1. While logged in to Outlook select File Tab and click on Account Settings.
  2. In the Account Settings window highlight your Microsoft Exchange account and select Change.
  3. In the Change E-mail Account window select the More Settings button.
  4. Navigate to the Advanced tab.
  5. In the Open these additional mailboxes display select the Add button.
  6. Enter the name of the shared mailbox and select OK.
  7. Select OK again and close all previous windows.
  8. You will now have a permanent link to the shared mailbox in your mail folder hierarchy.