How to Add Shared Mailbox in Outlook: A Comprehensive Guide

Adding shared mailbox in Outlook is essential to improve teamwork and collaboration. Read our guide to learn how to add a shared mailbox, troubleshoot, and avoid common errors while using Outlook.

Introduction

Microsoft Outlook is an essential email management tool for individuals, businesses, and organizations. Shared mailbox in Outlook allows seamless collaboration, communication, and information sharing among team members. In this article, we will provide a step-by-step guide on how to add a shared mailbox in Outlook. We’ll also discuss troubleshooting tips, the different versions of Outlook, methods of adding shared mailbox, common errors, and answering frequently asked questions. Let’s dive in.

Step-by-Step Guide for Adding Shared Mailbox in Outlook

Adding a shared mailbox in Outlook is a simple process as long as you have the right instructions. We will walk you through the steps below:

Open Outlook and click on the “File” button located on the top left corner of the screen.
Select “Account Settings” and then click on “Account Settings” again from the drop-down menu.
On the Account Settings tab, click on the “Change” button.
Choose “More Settings” to open the Microsoft Exchange window.
Click on the “Advanced” tab, then click on the “Add” button.
Enter the name of the shared mailbox and click on “Ok.”
Click “Ok” to close the Microsoft Exchange window.
On the “Change Account” window, click “Next,” then click “Finish.”
The new shared mailbox will be visible on the left navigation pane in Outlook under the mailbox name or email address.

Following these nine simple steps, you can now easily add a shared mailbox to Outlook. However, if you encounter any difficulties, do not hesitate to contact the Microsoft help center for assistance.

Troubleshooting Tips

While adding a shared mailbox to Outlook, various issues can arise, which may prevent the process from being successful. Here are some of the common problems, and how to troubleshoot them:

Access Rights Issue: If you are unable to add the shared mailbox to your Outlook account, you may need to request access rights from the mailbox owner.
Incorrect Email Address: Ensure that the email address you are using to connect to the shared mailbox is accurate and correctly spelled.
Outdated Outlook Version: Ensure that you are using the latest version of Microsoft Outlook since older versions might not support shared mailboxes.

Specific Versions of Outlook

Outlook has different versions, and each version may have its unique way of adding a shared mailbox. Therefore, let’s look at the instructions for specific versions of Outlook:

Outlook 2016 and 2019

Open Outlook
Click on “File” at the top left corner
Choose “Account Settings”
Select your email address on the “Email”tab
Click “Change”
Click on the “More Settings” button
Choose the “Advanced” tab
Click on “Add”
Type the name of the shared mailbox and click the “OK” button
Click the “OK” and “Next” button then click “Finish”

Outlook 2013

Open Outlook
Click on “File” at the top left corner
Choose “Account Settings”
Select your email address on the “Email”tab
Click “Change”
Click on the “More Settings” button
Choose the “Advanced” tab
Click on “Add”
Type the name of the shared mailbox and click the “OK” button
Click the “OK” and “Next” button then click “Finish”

Outlook 2010

Open Outlook
Click on “File” at the top left corner
Choose “Account Settings”
Select your email address on the “Email”tab
Click “Change”
Click on the “More Settings” button
Choose the “Advanced” tab
Click on “Add”
Type the name of the shared mailbox and click the “OK” button
Click the “OK” and “Next” button then click “Finish”

Outlook 2007

Open Outlook
Click on “Tools” at the top menu bar
Choose “Account Settings”
Select your email address and click “Change”
Click the “More Settings” button
Click on the “Advanced” tab
Click on “Add”
Type the name of the shared mailbox and click the “OK” button
Click the “OK” and “Next” button then click “Finish”

Comparison of Methods to Add Shared Mailbox in Outlook

There are different ways to add shared mailbox in Outlook, which include via Outlook Web Application (OWA), PowerShell, or automatic mapping methods.

Outlook Web Application (OWA)

The Outlook Web Application (OWA) method requires you to have access to the shared mailbox, and you only need to perform it once. This method involves logging in to your OWA account and complete several steps before adding the shared mailbox.

PowerShell

PowerShell is a command-line tool that enables you to perform administrative tasks in Exchange easily. It’s a more advanced method of adding a shared mailbox in Outlook, which is best for advanced users.

Automatic Mapping Method

The automatic mapping method is the most convenient way of adding a shared mailbox in Outlook. Once you have the right permissions, it automatically maps the shared mailbox to your Outlook account. However, this method may not work in older versions of Microsoft Outlook.

While there are different methods of adding shared mailbox in Outlook, it is important to know which method works best for you based on your technical competency, version of Outlook, and the organization’s policies.

Common Errors While Adding Shared Mailbox in Outlook

It is essential to identify and avoid common errors when adding a shared mailbox in Outlook. Here are some of the common errors:

The Name Could not be Resolved: This error arises when the shared mailbox name or email address is not entered correctly. Ensure that the name or email address is accurate when adding the shared mailbox.
Unable to Expand a Folder: This shows when Outlook cannot expand the shared mailbox. Ensure that you have the right permissions to access the shared mailbox.
Outlook Crashes When Opening Shared Mailbox: This issue can be caused by incorrect Outlook settings or an add-in conflict. Try disable any add-in and then opening the shared mailbox.

Answering Common Questions about Adding Shared Mailbox in Outlook

Let’s provide answers to some frequently asked questions around adding shared mailbox in Outlook:

Who can access a shared mailbox in Outlook?

Individuals with permission from the owner of the shared mailbox can access it. The mailbox owner can delegate the appropriate permissions to specific users and groups for everyone to access the shared mailbox.

Is it possible to add multiple shared mailboxes in Outlook?

Yes, it is possible to add multiple shared mailboxes in Outlook. You only need to follow the same process for adding shared mailbox for each additional mailbox.

How can I remove a shared mailbox from Outlook?

To remove a shared mailbox from Outlook, go to the account settings tab and select the mailbox you want to remove. Click on the Remove button and confirm that you want to delete the mailbox from the list.

Conclusion

Adding a shared mailbox in Outlook is vital for any organization that requires teamwork and collaboration. In this article, we have provided you with a step-by-step guide, troubleshooting tips, specific versions of Outlook instructions, a comparison of methods, common errors to avoid, and answers to frequently asked questions on how to add a shared mailbox in Outlook. Ensure that you have the necessary access rights and follow the instructions in this guide to add a shared mailbox easily.