A Step-by-Step Guide to Mapping Shared Mailboxes in Outlook

how to map shared mailbox in outlook

In the modern collaborative workspace, shared mailboxes have become an essential tool for teams to efficiently manage and respond to emails. Microsoft Outlook, a widely-used email client, offers a seamless way to access these shared mailboxes, enhancing teamwork and communication. In this article, we will provide a comprehensive step-by-step guide on how to map shared mailboxes in Outlook.

Accessing Outlook

Launch Microsoft Outlook on your computer. Make sure you’re connected to the internet and logged into your Outlook account.

Navigating to Account Settings

In the top navigation bar, locate and click on the “File” tab. This will open a dropdown menu. From this menu, select “Account Settings” and then choose “Account Settings” again.

Adding a New Account

In the “Account Settings” window, under the “Email” tab, you’ll see a list of email accounts associated with your Outlook. To add a new account (shared mailbox), click on the “New” button.

Choosing Account Type

Select “Email Account” and click “Next.” You will be prompted to provide your name and the shared email address you want to map.

Manual Configuration

After providing your name and shared mailbox email address, click on the “Manual setup or additional server types” checkbox and then click “Next.”

Selecting Account Type

Choose “Microsoft 365” or “Exchange Server” and click “Next.” These options will depend on the type of email server your organisation uses.

User and Server Information

Fill in your User and Server Information

  • Your Name: Your name or the name you want to display as the sender.
  • Email Address: The shared mailbox’s email address.
  • Account Type: Select “Exchange or Microsoft 365.”
  • Incoming mail server: This information is typically provided by your organisation’s IT department.
  • User Name: Enter your username or the shared mailbox’s username.
  • Password: Enter the password associated with the shared mailbox.

More Settings

Click on the “More Settings” button to configure additional settings.

General Tab

Navigate to the “General” tab and provide a recognizable name for this shared mailbox. This is the name that will appear in your Outlook account list.

Advanced Tab

Go to the “Advanced” tab and click on the “Add” button under “Mailboxes.” Type in the name of the shared mailbox and click “OK.” This will add the shared mailbox to your account.

Mapping Folders

Close the “Microsoft Exchange” window and return to the “Add Account” window. Outlook will now ask if you want to download folders from the server. Click “Yes” to map the shared mailbox folders.

Finishing Up

Click “Next” and then “Finish” to complete the setup process. You’ll now see the shared mailbox in your Outlook navigation pane.

Accessing the Shared Mailbox

Once the setup is complete, you can access the shared mailbox by clicking on its name in the Outlook navigation pane. You can now read, compose, and manage emails as if they were in your own mailbox.


How do I map a shared mailbox in Outlook Web?

Sign in to your account in Outlook Web App. Right-click your primary mailbox in the left navigation pane, and then choose Add shared folder. (Your name is on your primary mailbox.) In the Add shared folder dialog box, type the name or email address of someone who has shared a mailbox with you, and then select Add.

Can you manually add a shared mailbox in Outlook?

Select your account profile, then click ‘Delegation and Sharing’. Select the ‘Shared with me’ tab. Click the plus (+) button. Search for the mailbox from the address list, then click ‘Add’.

Conclusion – Enhancing Collaboration with Shared Mailboxes

In today’s fast-paced business environment, efficient communication and collaboration are paramount. By mapping shared mailboxes in Outlook, you empower your team to work seamlessly together, ensuring that important emails are addressed promptly and collectively. This step-by-step guide has provided you with the tools to effortlessly integrate shared mailboxes into your Outlook experience, fostering enhanced teamwork and productivity.

Incorporating shared mailboxes into your workflow can streamline communication, improve task management, and enhance customer service. By following these steps, you’ve taken a significant stride towards harnessing the full potential of Outlook’s collaborative features. So, go ahead and implement this knowledge to elevate your team’s productivity and streamline your email management process.

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