Add a Shared Email Account to Your Email Profile in Microsoft Outlook for Mac

There may be times when a department or individual needs to share their email account so that other individuals can assist in answering email sent to that account, scheduling events in the calendar, or accessing specific contacts saved in that account. This document provides the steps necessary for connecting to a shared account in Outlook for Mac. If you are a PC user and require similar instructions, they can be found here


  • Information on UW generic email accounts and full special accounts that are sometimes requested to be shared for departmental purposes can be found here.
  • Before we begin please note that these instructions are designed for users of Outlook for Mac version 15.x (commonly referred to as Office 2016 for Mac). If you have a previous version of Office and therefore Outlook these instructions might not match what you see exactly. It is possible to add an account to older versions of Outlook but we would recommend you install Office 2016 for Mac, a guide to this process can be found here.
  • For the purposes of this guide, we will assume you've already set up your personal account within Outlook for Mac. If that is not the case, please see the initial setup instructions here.

Adding A Shared Email Account to Outlook for Mac

1. Launch Outlook for Mac.

2. Click File, in the menu bar at the top of your screen.

3. From the File menu, choose Open, then "Other Users Folder..."

4. In the search field of the window that opens, Open Other User's Folder..., begin typing the username for the shared email account. Once visible, select it and click "Open"

5. The system will think for a moment then the window will disappear. You will then see one or two redirection notifications. Please check the box "Always use my response for this server" then click "Allow"

Note: You might see this window more than once. That's ok. Again, check the "Always use my response for this server" box and select allow.

Once completed you should have another account in Outlooks left-hand column named for the Inbox you opened.

Sending From Your Shared Account

Begin a new email as you normally would by pressing the "New Email" icon, the quick keys CMD + N, or File > New Email...

In the new window that opens, again, write your email or reply as normal. Before sending be sure to change the origin account:

1. Change the From field to the new email account

Having selected your new account as the From account your email will now be sent from, and replied to, the newly added account!

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Article ID: 38749
Wed 9/6/17 4:50 PM
Mon 3/21/22 9:48 AM