IT Help Center

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Preferred Method: Add Shared Mailbox to Outlook

Updated:

UPDATE: Instructions for New Outlook added at the bottom of this post:

Microsoft often provides various ways to do things. We have other instructions in IT Help Center on how to add a shared mailbox to Outlook, but they don't work under all circumstances. The instructions below should.

 

These instructions work no matter if the users is listed as individual in the shared mailbox or through a group list.

 

In Outlook client go to File - Account Settings - Account Settings:

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Under Email - select New...

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The next window either prompts for an Email address or remembers an old one you tried before. Please enter the Email Address for the Shared Mailbox in here and click on Connect.

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The Windows security window that pops up after asks you for the password for the Shared Mailbox email you just entered - it doesn't have one. You need to change the email in this window to your username@smcusa.com (for example for John A Smith smithja@smcusa.com) account and enter your Microsoft 365/Okta/Network password - it might show one of the below dialog windows - for the first one, make sure to click on Sign in with another account and then enter your user account instead.

 

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If it shows like this, remove the mailbox account name and

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Change to your username

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Older versions of Outlook might show the dialog like this - make sure to select Remember my credentials before selecting OK, or it will prompt you for the password on every start of Outlook client.

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The next dialog window varies for the different Outlook versions. It might ask you to restart Outlook before the Shared Mailbox will appear. Or just to click Done (no need to select Set up Outlook on Mobile, that is already done if you have your SMC device enrolled).

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Either immediately, or after the Outlook restart mentioned above that additional mailbox will show up in your Email Accounts under Account Settings

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The mailbox will then show up in the lower left corner of your Outlook folders as a separate mailbox below all the folders of your other mailboxes. You can pin the new Inbox to the top by showing it as a Favorite.

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NEW OUTLOOK:

If you already have direct access to a Shared Mailbox they will show up under Shared with me

 

If a Shared Mailbox is missing or newly added using a group delegation, please use the right click on Shared with me and click on Add shared folder or mailbox

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Then you can follow the instructions like above, with using the Shared Mailbox email address first, and then your own Username and password if it asks to connect.

 

 

 

 

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