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Shared Mailbox Migration - Manually Add and Remove in Macintosh

CUMC email accounts that use a Shared Mailbox are being scheduled to migrate to Office 365 at the same time whenever possible. This allows those using the Shared Mailbox to continue to automatically see and use it as a set of additional folders in Outlook.

In cases where a Shared Mailbox won't be migrated until later, CUMC email accounts that have already been migrated and have Full Access to it can:

IMPORTANT: There is not a workaround for those with "Send As" access to a Shared Mailbox, or for those that have delegate access to another account (to view or help manage emails or calendars). The ability to Send As or use delegate access is only possible when both accounts are in the same migration state: not yet migrated or already migrated.

Add a Shared Mailbox in Outlook on Macintosh
You must already have Owner (Full) access to the Shared Mailbox, and know its name. If not please contact the person in your department who requested or manages the mailbox.
  1. In Outlook's upper left menu bar select Tools, then Accounts from the drop down menu that appears.
  2. Add Exchange Account Button
  3. The Accounts window will open. Select the Advanced button in its lower right corner.
  4. Select the Delegates tab at the top of the window that appears, then the + (plus) sign underneath the lower People I am a delegate for section.
  5. Delegate tab in Outlook advanced settings
  6. In the Choose a person window that appears, type in the name of the shared mailbox and click Add in the lower right corner.
    • If you do not know the mailbox's name, please contact the person in your department who requested or manages the mailbox.
    • If more than one mailbox begins with the name, click on the correct name in the list that appears.
    • IMPORTANT: Though you can add any name or address from the list, it will not open in Outlook or be usable otherwise unless you have been granted access to the mailbox.
  7. Microsoft Exchange window with Advanced tab and Add button
  8. The shared mailbox name and address will appear under the People I am a delegate for: list.
    Shared Mailbox listed in Outlook Delegate window
    Click OK in the lower right, then close the Accounts window (click the red button in its upper left corner).
  9. You will return to the main Outlook window. The mailbox may not appear right away, if so close/exit Outlook, then re-open it. You will see the mailbox as a separate account in the folder list.
  10. Shared Mailbox folders in Outlook
When the Shared Mailbox has been migrated, it may appear automatically in Outlook. If you notice two instances of the Shared Mailbox after it is migrated, you can follow the steps below to remove the manually added instance.
Remove a Shared Mailbox in Outlook on Macintosh
  1. To remove, repeat steps 1 and 2 above to open Advanced account options, then click the Delegates tab.
  2. Shared Mailbox listed in Outlook Delegate window
  3. Click on the name of the Shared Mailbox under the People I am a delegate for: to highlight it, then click the - (minus) sign below to remove it.
  4. Click the OK button in the lower right. Outlook may pause a moment as the mailbox is disconnecting.
  5. Close the Accounts window (click the red button in its upper left) to return to Outlook. The manually added version of the shared mailbox will no longer appear.
NOTE: If the Shared Mailbox was just migrated, it may take a moment to appear automatically. It may also help to close and re-open Outlook.

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Last updated 11/13/2017