Adding a Microsoft 365 Shared Mailbox in Outlook (Windows)


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

Adding Shared Mailbox 

  • 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
Thu 6/1/23 12:29 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.