Adding a Shared Mailbox in Outlook on Windows 11

Audience: UVA / EHD users
Applies to: Outlook for Windows (Microsoft 365) on Windows 11
Last Updated: April 2026

Overview

This guide explains how to add and access a shared mailbox in Outlook for Windows for University of Virginia (UVA) / EHD users.

Shared mailboxes allow teams to manage a common inbox (for example, departmental or support email accounts).

▶️ Add a Shared Mailbox

💡 Before You Start

  • You must already have permission to access the shared mailbox
  • Outlook must be connected to your UVA account

Method 1: Automatically (Recommended)

If you have been granted access, the shared mailbox may appear automatically.

Steps:

  1. Open Outlook
  2. Look in the left sidebar under your mailbox
  3. Expand your account
  4. Check for the shared mailbox

✅ If visible, no further action is required

Method 2: Add Manually

Option A: Add via Account Settings

  1. Open Outlook
  2. Select File in the top-left corner
  3. Click Account Settings → Account Settings
  4. Select your account, then click Change
  5. Click More Settings
  6. Select the Advanced tab
  7. Click Add under “Open these additional mailboxes”
  8. Enter the full email address
  9. Click OK → Next → Finish
  10. Restart Outlook

Option B: Open as an Additional Mailbox

  1. Open Outlook
  2. Select File → Open & Export
  3. Click Other User’s Folder
  4. Click Name and search for the mailbox
  5. Select the mailbox
  6. Choose Folder type: Inbox
  7. Click OK

📌 Note: This method opens the mailbox temporarily and does not permanently add it to the sidebar

✅ Expected Result

The shared mailbox should now appear in your Outlook sidebar under your primary account.

📌 Frequently Asked Questions

The shared mailbox does not appear

Try the following:

  • Restart Outlook
  • Wait a few minutes for changes to sync
  • Confirm you are connected to the internet

⚠️ Possible Cause: You may not have permission to access the mailbox

✔ Users must be granted access before they can open a shared mailbox

If access is needed for an EHD shared mailbox:

📝 Note: Access must be approved by the mailbox owner or manager

🎯 UVA / EHD Best Practices

  • Always use the full email address when adding a mailbox
  • Confirm access permissions before troubleshooting
  • Restart Outlook after making changes
  • Contact ETO if issues persist

🧰 Quick Summary

  • Shared mailboxes may auto-appear if access is granted
  • Use Account Settings → Advanced → Add to add manually
  • Restart Outlook if needed
  • Request access if mailbox will not open

🚨 Need Help?

If you continue to experience issues:

📧 Email: [email protected]
🌐 Submit a ticket: virginiaedhd.freshservice.com

The ETO team will assist you with access or troubleshooting.