How to Add a Shared Mailbox in Outlook 365

This guide explains how Allan Hancock College users can add a shared mailbox to their Outlook 365 account, covering both the desktop and web versions. If access hasn't been granted, users should contact the mailbox owner or complete a 'Special Email Address Request' form. The article includes step-by-step instructions for adding a shared mailbox, tips for managing it, and troubleshooting advice.

Introduction

A shared mailbox in Outlook 365 is a valuable tool for collaborative efforts, allowing multiple users to send, receive, and manage emails from a common email address, such as anaddress@hancockcollege.edu. This guide provides step-by-step instructions for Allan Hancock College users on how to add a shared mailbox to their Outlook 365 account, both through the desktop application and via the web.

Prerequisites

Before you begin, ensure you meet the following requirements:

• Access to Outlook 365, either through the desktop application or the web version.
• The shared mailbox has been assigned to you by the mailbox owner or through an IT administrator. If not, refer to the section below on obtaining access to a shared mailbox.

Requesting Access to a Shared Mailbox

If you have not been granted access to the shared mailbox, you'll need to contact the owner of the mailbox for sharing permissions. Alternatively, complete a 'Special Email Address Request' form available here. Use the 'Desired User Name' field for the existing shared email address (or a new one to be created) and the 'Who Needs Access' field to specify the email address of the user who needs access.

Adding a Shared Mailbox in (New) Outlook 365 (Desktop)

1. Open Outlook 365 and navigate to the Home tab.
2. Right Click on your email address above inbox and choose Add Shared Folder or Mailbox:
3. In the pop up, search for the target shared mailbox by email. Add will become selectable if the email is available.
4. Once added, the shared mailbox will appear in the folder pane on the left.

Adding a Shared Mailbox via Outlook on the Web

1. Log in to Outlook on the web (https://outlook.office.com).
2. Right-click on Folders in the left navigation pane and select Add shared mailbox:
   
3. Enter the shared mailbox address (e.g., anaddress@hancockcollege.edu) and click Add.
4. The shared mailbox should now be visible in your folder list.

Tips for Managing a Shared Mailbox

• Organize emails with folders and categorize them for easy navigation.
• Set up rules to automatically sort incoming mail.
• Regularly review and update permissions as team members change.

Troubleshooting Common Issues

If you encounter issues adding a shared mailbox, ensure you have been granted the necessary permissions. If problems persist, try restarting Outlook or clearing your browser's cache when using the web version.