Adding an Microsoft 365 Shared Mailbox in Outlook for Windows

Tags Email m365


The article provides instructions on adding an M365 shared mailbox in Outlook for Windows. 

Adding Shared Mailbox in Outlook for Windows

  • Open Outlook.
  • Select the File tab in the ribbon.

Outlook Home Page with File tab selected.

  • Select Account Settings, then choose Account Settings from the menu again.

Outlook Account Information page with Account settings icon selected yo display account settings option.

  • Select the Email tab.
  • Make sure the correct account (your UTD email) is highlighted. Click on Change.

Account settings tab showing email accounts with option to Change the settings.

  • Navigate to More Settings > Advanced > Add.

Microsoft Exchange window with Advanced tab selected. An add button is provided to add a mailbox.

Dialog box to add mailbox.

  • Uncheck the download shared folders and select OK > OK.

Microsoft Exchange window with Advanced tab. The tab has check boxes to control cached exchange mode settings. THe checkbox for downloading shared folders is unchecked.

  • Choose Next > Finish > Close and then restart Outlook.


Article ID: 257
Mon 11/22/21 12:46 PM
Mon 5/15/23 12:17 PM

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Shared Mailboxes or System Mailboxes are mailboxes critical to department business processes and are often use to facilitate department and/or mass communication.  Shared Mailboxes are accessed by multiple users at the same time.