Open a Shared Mailbox in Outlook on Windows


Instructions are for those with Full Access to a CUIMC Shared Mailbox using Outlook on a Windows computer. Full Access lets you open the mailbox it to view its messages, folders, calendar, etc. as well as creating, editing and deleting items in the account.

IMPORTANT: You cannot send messages from its address unless you also have Send As access.

Note that you will use the shared mailbox while logged in under your own CUIMC email account.

Instructions

Once you have been given Full Access, the shared mailbox should automatically appear in Outlook as a separate heading and set of folders below your individual CUIMC email account. Shared Mailbox heading in Outlook folder list If you don't see it and the shared mailbox was recently created, follow instructions to Update the Global Address List and restart Outlook.

Otherwise use the following steps to add the mailbox in Outlook. Keep in mind it will only work if you have already been given Full Access rights to the shared mailbox. If you do not know the mailbox's name, please contact the person in your department who requested or manages the mailbox.

  1. With Outlook open, right-click on the heading of your account (typically your full email address or name) in the leftmost folder list. Mailbox account menu opened by right-clicking
  2. Select Data File Properties... from the menu that appears.
  3. An Outlook Today window will open. Make sure the General tab at the top is selected, then click the Advanced button in the lower right. Outlook Today window with General tab and Advanced button
  4. In the Microsoft Exchange window that appears, select the Advanced tab at the top, then the Add button to the right of the Open these additional mailboxes: field Microsoft Exchange window with Advanced tab and Add button
  5. An Add Mailbox window will open. Type in the name of the shared mailbox and click OK. Add Mailbox window If the mailbox name is similar to others, you may see a Check Name window; simply click the correct mailbox name and then OK to continue.
  6. Outlook will attempt to connect to the shared mailbox, then show it in the Add Mailbox window. Clic Apply in the lower right, then OK to close the Add Mailbox window. Add Mailbox window
  7. Click OK at the bottom of the Microsoft Exchange window to close it. The shared mailbox will be listed as a separate set of folders in the left, below your main CUIMC email account.