Accessing a Shared Calendar or Mailbox

A shared mailbox and/or calendar is much like a shared file or folder on a server: actions performed on the contents within are seen by all who have access to it.

For example: in a shared mailbox, if you mark an email as read, it shows as read for everybody. If you delete an email, it's deleted for everybody. Please keep this in mind when working with shared resources.

If you require more information than provided below, please refer to Microsoft's own documentation on using a shared mailbox.

Outlook Web Access

To Add a Shared Mailbox to your Outlook Web Access:

  1. First, sign into Outlook (outlook.office.com).
  2. If you see a Groups section header in the left folder navigation, click the More item just above it. If not, skip to step 3.

  3. Locate your name in folder navigation, right-click on it, then select Add shared folder...

  4. Enter the mailbox you wish to add to your Outlook, and click Add:



  5. Select the desired mailbox from the list, and click Add.
  6. Done!

To Log Into a Shared Mailbox

  1. First, sign into Outlook (outlook.office.com).
  2. Click on your name in the upper right corner, then choose Open another mailbox...

  3. Type in the name of the mailbox (or email address) and choose it from the results list, then click Open.



  4. A new Outlook Web Access window should open. From this point on, you can use the account just as you would your own.

Microsoft Outlook for Windows

Shared Mailbox

If the mailbox you're attempting to access is one that you have reason to believe was assigned to you, fully close and restart your Outlook application before completing the instructions below, as Outlook should automatically connect to shared mailboxes that you have been granted access to.

Shared Calendar

  1. Open Outlook, and click on the Home tab.
  2. Click the Open Calendar button, then Open Shared Calendar... from the dropdown menu.
  3. In the Open a Shared Calendar window, enter the email address or name of the calendar you wish to access, then click OK. Note: If you entered something that does not match exactly match a resource name, you'll be prompted to clarify with a Check Names dialog. Use this dialog to find the resource you're looking for, then click OK.
  4. Done!

Microsoft Outlook for Mac

  1. From the File menu, choose Open > Other User's Folder...
  2. Change the Type to Calendar or Inbox.
  3. Enter a part of the user's name you'd like to open, and click OK.
  4. Choose the desired account from the resulting window, and click Select.
  5. When prompted for autoconfiguration confirmation, check the "Always use..." box, and click Allow.
  6. Done! The requested calendar or inbox should now show in your Outlook calendar or mailbox list.

Apple Mail

Sorry, shared mailboxes cannot be opened in Apple Mail. We recommend using Outlook Web Access in lieu of Apple Mail for this need.

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