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


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.


Adding a mailbox which has already been shared with you:    Outlook for Windows Instructions (Section 2)   |   Outlook for Mac Instructions (Section 3)


  1. Setting Permissions for the Shared Email Account
    1. Open the shared Exchange email account in the Outlook Application.
    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 

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

    3. 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 window

    4. 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 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. Keep in mind that your account will need to have at least those properties innate to the Reviewer permission level.

      Mailbox Properties window

    5. Close Microsoft Outlook.

  1. Adding the Shared Email Account to Your Own Email Profile in Microsoft Outlook (Windows)
  1. Select the File menu, click Account Settings, and select Account Settings.

    Microsoft Outlook window

  2. Open the Exchange email account that needs access to the shared account in Microsoft Outlook.
  3. In the Email Accounts window, select Microsoft Exchange account, and click Change.

    Account Settings window

    In the Exchange Server Settings window, click More Settings.

    Change Email Account window
    5. In the Microsoft Exchange Server window, select the Advanced tab, and in the Mailboxes section, click Add.

    Microsoft Exchange Server window


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

    Add Mailbox window
    7. In the Microsoft Exchange window, click OK.
    8. In the Exchange Server Settings window, click Next.
    9. In the Change Account window, click Finish.
    10.In the Email Accounts window, click Close.

In the left hand menu towards the bottom you should see your email address that you just added listed.


Adding the Shared Email Account to Your Own Email Profile in Microsoft Outlook (Office for Mac Instructions)

  1. Open the Tools menu and select Accounts
  3. In the Accounts window, click on your UWYO Exchange account to highlight it and then click the Advanced button
  4. Open the Delegates tab
  5. Inside of the Delegates tab, in the section People I am a delegate for: click the Plus button
  6. In the Select User window which opens, type the UW user account (the username part of their email address prior to, so 'username' for Highlight the correct person and click OK.:
  7. Back at the Delegates tab window, the "People I am a delegate for:" box should look similar to this. Click OK if it is correct and exit out of your email account settings until back at the main Outlook window.
  8. That is all! You may now access the shared mailbox.
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Article ID: 8827
Fri 9/18/15 9:55 AM
Thu 2/21/19 8:25 AM

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