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

Introduction

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 setting permissions for the email account to be shared and adding the shared email account to one's own email profile in Microsoft Outlook.

NOTE: Information on UW generic email accounts and full special accounts that are sometimes requested to be shared for departmental purposes can be found here.

 

Procedure

Setting Permissions for the Email Account

 

Step 1

Open the shared Exchange email account in the Outlook Application.
 

Step 2

In the Navigation Pane, right-click the account’s email address, and click Folder Permissions

Note: If this is for an Email Only account, you will need to contact IT to change permissions 

 

Microsoft Outlook window with the “itsoftw@uwyo.edu” mailbox selected and its context menu open.


 

Step 3

In the Outlook Today - [Mailbox - Shared Account Name] Properties window, select the account added, and in the Permissions tab, and click Add.
 


Windows Permissions properties dialog with the “Add…” button highlighted by a red-and-black outline.


 

Step 4

In the Add Users window, in the Type Name or Select from List box, find the name of the account you would like to add in the list, click Add, and click OK.
 


“Add Users” directory window showing a search for “derek james a,” with Derek James Allison selected in a list of users.


 

Step 5

In the Outlook Today - [Mailbox - Shared Account Name] Properties window, select the account added, and in the Permission Level box, select at least the Reviewer permission level, and click Apply and then OK.

NOTE: You can select each of the levels of permission and view the property check boxes that are then selected for each level to determine what level of access you would like to grant.
 


Permissions settings for an Inbox Properties dialog, showing Derek James Allison with Reviewer access and Folder visible selected.


 

Step 6

Close Microsoft Outlook.

 

Adding the Shared Email Account to your Outlook Email

 

Step 1

Select the File menu, click Account Settings, and select Account Settings.


Screenshot of Outlook’s Account Information page showing a Microsoft Exchange account and the open Account Settings menu.


 

Step 2

Highlight the Exchange email account that needs access to the shared account in Microsoft Outlook.

 

 

Step 3

In the Email Accounts window, select Microsoft Exchange account, and click Change.

Microsoft Outlook Account Settings window showing the selected dallison@uwyo.edu account, with the “Change...” button outlined in red.

 

Step 4

In the Exchange Server Settings window, click More Settings.

Microsoft Exchange “Change Account” settings window showing server and username fields, cached Exchange mode enabled, and the “More Settings...” button highlighted in red.
 

Step 5

In the Microsoft Exchange Server window, select the Advanced tab, and in the Mailboxes section, click Add.
Microsoft Exchange Advanced settings dialog with the Add button highlighted in the Mailboxes section.

Step 6

In the Add Mailbox window, in the Add mailbox box, enter the username for the shared email account, and click OK.

“Add Mailbox” dialog with “jlpicard” entered in the mailbox field and “OK” and “Cancel” buttons.

Step 7

In the Microsoft Exchange window, click OK.
 

Step 8

In the Exchange Server Settings window, click Next.
 

Step 9

In the Change Account window, click Done.
 

Step 10

In the Email Accounts window, click Close.

 

Step 11

Restart Outlook and the email account will show on the left-hand menu.

Setting Permissions for the Email Account

Note: If this is for an Email Only account, you will need to contact IT to change permissions 

 

Step 1

Open the shared Exchange email account in Outlook.

 

Step 2

Right-click the email you're granting permissions for and select Sharing and permissions.

Email application menu with “Sharing and permissions” highlighted in orange.

 

Step 3

In the resulting pop-up, click the plus sign at the top to add permissions to a new user.

Permissions dialog showing Default and Anonymous users with no permissions selected.

 

Step 4

Enter the email address of the person and email you wish to grant permissions to.

“Add permissions” dialog with an empty name or email field and “Add” and “Cancel” buttons.

 

Step 5

Now set the permissions for this user to whatever you wish. Any existing user's permissions can be changed in this window. Once you are satisfied with your choices, click OK.

Permissions dialog showing a selected, redacted user with permission level set to None and all read, write, delete, and other permissions disabled.

 

Adding the Email Account to your Profile

Step 1

Right-click your mailbox name and select Add shared folder or mailbox.

Email application menu with “Add shared folder or mailbox” highlighted by a red outline.

 

Step 2

Enter the name of the email address you want added. Once you've typed the name of the mailbox, it will populate in the search results. Select the mailbox and click Continue.

Dialog for adding a shared email account, with instructions, an empty input field, and a disabled Continue button.

The mailbox should now be added.

Third answer co

 

 

 

 

 

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