M365 Outlook for Mac (How To) Add Shared Mailbox

This article shows how a user can add a shared mailbox in their Outlook 2016 Mac user.

Open Shared Mailbox as Member
You are a delegate for another user's mailbox
You have full access permissions to a shared mailbox
Permissions for shared folders and mailboxes
Opening additional mailboxes


Open Shared Mailbox as Member

Open up Outlook 2016 on Mac

Click on File then Open, followed by Open User's Folder...

FileOpen

Enter in the Shared Mailbox name or it's full e-mail address

SharedMailbox

Click on Open. The shared mailbox should show up then on the left with all of your e-mail folders as well.

ListofMailbox

You are a delegate for another user's mailbox
Use this method if you are a delegate for another user's mailbox or when you have permissions to several folders in a shared mailbox. You can also use this method when you have full access permissions to a mailbox.
To open the shared mailbox ensure Outlook 2016 or 2019 on Mac is selected.
On the Tools menu, click Accounts > Advanced > Delegates. Then click "Accounts" from the "Tools" menu.
outlook
Click Advanced
accounts
Add the mailbox under Open these additional mailboxes
 
Note: If you have permissions to custom folders in the mailbox but not to the top-level mailbox folder, the custom folders will not appear in the folder list. Only default folders that you have permissions to, such as Inbox, Sent Items, Deleted Items, and Calendar, will appear in the folder list without top-level mailbox folder permissions.
delegates

You have full access permissions to a shared mailbox
 
When you have Full Access permission to a shared mailbox that is, Full Access permission of a mailbox set up through Exchange Admin Center (EAC) you can add the shared mailbox with your own credentials.
On the Tools menu, click Accounts.
blur
Click the Plus Sign to add an additional Exchange account, new account opens pop up email screen 
outlook account
In the E-mail address field, enter the email address of the shared mailbox.
pop up
Under Authentication, enter your own credentials.
Note: To see how to set up Full Access permission, see How to grant Exchange and Outlook mailbox permissions in Office 365 dedicated.
 
Checking the setting Sync shared mailbox will allow Outlook to synchronize the shared mailbox without requiring the user to click Send/Receive. This setting was added in version 16.13.411. Enabling this setting is highly recommended for users who use their own credentials to access a shared mailbox.
delegate

Permissions for shared folders and mailboxes

Level of permission to shared folder or shared mailbox

Method to open shared folder or mailbox

Folder-level permission to the Inbox, Calendar or Address Book primary folder

Open other user's folder

Delegate permission to a mailbox

Add the mailbox under "Open these additional mailboxes" under account advanced settings

Folder-level permission to the Task and Note primary folders

Add the mailbox under "Open these additional mailboxes" under account advanced settings

Top-level mailbox level permission to access the top-level folder and other custom folders

Add the mailbox under "Open these additional mailboxes" under account advanced settings

"Full Access" permission to a mailbox on Exchange

Use your own credentials to add an additional Exchange account


Opening additional mailboxes
 
As an alternative to these methods, you can add another Exchange account by using additional mailboxes credentials. This method is not recognized as adding a shared mailbox, because you are adding the additional account by using its own credentials.
To open the additional Exchange account, follow these steps:
  1. On the Tools menu, click Accounts.
  2. Click the plus sign and then click New Account to add an additional Exchange account.
  3. In the E-mail address field, enter the email address of the shared mailbox.
  4. Under Authentication, enter the credentials for the shared mailbox.

 
 




KeywordsOffice365, o365, Office 365, Office, 365, SharedMailbox, Mailbox, Shared, Share Mailbox, ShareMailbox, share, Outlook 2016, Outlook2016, Outlook, Mac, Outlook Mac, Outlook Mac Shared, OutlookMacShared, 2016   Doc ID64657
OwnerHelp Desk K.GroupUW-Milwaukee Help Desk
Created2016-07-01 13:58:24Updated2023-07-13 14:38:58
SitesUW-Milwaukee Help Desk
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