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Shared Email Account/Mailbox via Outlook - Knowledgebase / Client Services / Communication & Collaboration - SOMTech (Technology Services) - VCU School of Medicine

Shared Email Account/Mailbox via Outlook

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Email accounts & mailboxes can be delegated to multiple people for shared use. 

A request for a shared mailbox can be submitted at

After access to a mailbox has been delegated, it may take up to 1 hour for the changes to take effect.

Adding Mailbox to Outlook (Windows, macOS, Outlook Web Access)

Windows Outlook client

  1. Click File
  2. Click Account Settings, then select Account Settings again
  3. Select your account and click Change
  4. Click More Settings
  5. Click the Advanced tab, and under Open These Additional Mailboxes click Add.
  6. Type the full email address of the shared mailbox in the Add Mailbox window. Click OK.
  7. The mailbox will now be listed under Open These Additional Mailboxes.
  8. Click Apply and OK.
  9. Click Next and then choose Finish
  10. The mailbox should now appear in the navigation pane.
  11. It may take some time for the mailbox to fully load all email, especially if it contains a large amount of email.

macOS Outlook client

  1. Open Outlook Preferences
  2. Go to Accounts
  3. Open Advanced
  4. Go to the Delegates tab
  5. Under Open these additional mailboxes: click the + to add the mailbox
  6. Type in the mailbox address to search, choose the appropriate result, and click Add
  7. Click OK to go back to Accounts. You can now close out of Preferences
  8. The mailbox will begin to load, it may take a few minutes. You’ll see two new entries on your left sidebar. An entry for All Accounts and one for the new mailbox you added.

Optional: Outlook Web Access

  1. Login to OWA & click More in the left sidebar

  2. Right click on your name > Select Add Shared Folder

  3. Search for the mailbox you want to add

  4. Find the mailbox & click once to select it & click Add

  5. The shared mailbox will now appear in the left sidebar

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