How do I access shared mailboxes?

Tags Outlook email

Shared mailboxes are a great way to collaborate with your team and manage your inbox more efficiently. But how do you add them to Outlook so you can access them alongside your personal mailbox? Fear not, dear reader, for we have the answers! In this knowledgebase article, we'll guide you through the process of adding shared mailboxes to Outlook, step by step.

Outlook 2016 (Windows)

  1. In Outlook, click File -> + Add Account
  2. Leave the Your Name field blank
  3. In the E-mail Address field, type in the shared mailbox address (e.g. department@viu.ca), then click Next
  4. You will be asked to sign in. Click Sign in with another account.
  5. Clear the shared mailbox's email address and type in your own (e.g. firstname.lastname@viu.ca), then click Next
  6. If you are prompted for your password, enter it, then click Sign In (using your regular VIU logon password)
  7. Click Finish
  8. You will need to close out of Outlook, and reopen Outlook before you can start using the email account. Click on the little arrow to the left of the new account to see the folders and inbox.

Outlook for Microsoft 365 (Windows)

  1. In Outlook, click File > + Add Account
  2. Type in the shared mailbox address (e.g. department@viu.ca), then click Connect
  3. Select "Exchange" as the mailbox type
  4. You will be asked to sign in. Click Sign in with another account.
  5. Clear the shared mailbox email, and type in your own email (e.g. firstname.lastname@viu.ca), then click Next
  6. If you are prompted for your password, enter it, then click Sign In
  7. Click Done
  8. You will need to close out of Outlook, and reopen Outlook before you can start using the email account. Click on the little arrow to the left of the new account to see the folders and inbox.

Outlook (Mac)

  1. Launch Outlook
  2. Click Outlook > Preferences… > Accounts. Next, click on the (lower left), then New Account… Then, enter the shared email address and click Continue.
  3. When prompted for a password, click Sign in with another account
  4. Clear the listed email and replace with your employee email account, then click Continue
  5. Enter your password, then click Sign In
  6. Restart Outlook

Outlook on the Web

  1. Log in to Outlook on the Web using your credentials.
  2. Click on your profile icon in the upper right-hand corner of the screen.
  3. In the dropdown menu that appears, click on Open another mailbox.
  4. Type in the name or email address of the mailbox you want to switch to and click Open.
  5. The new mailbox will open in a new tab, and you can switch back to your original mailbox by clicking on your profile icon and selecting it from the dropdown menu.
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Article ID: 1568
Created
Mon 7/26/21 2:36 PM
Modified
Fri 11/24/23 9:24 PM

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