Microsoft 365: Two Ways to Add a Shared Mailbox in Outlook

There are two ways to add a shared mailbox in Outlook (Duke-supported versions of Outlook).  This KB is to distinguish the differences/ advantages of using one way over the other, and then instruct a user how to connect a shared mailbox using either way.

The first option will add the mailbox more for viewing purposes. You will be able to read email from the shared mailbox but whenever you want to send an email "from" the shared mail box, you would always have to click on "from" button and drop the box down from your personal email to the shared mailbox email. Also, your shared mailbox sent mail and deleted mail will always be in your personal sent and deleted mail folders.

The second option will add the mailbox so that you are "acting" as this particular mailbox. If you are in the shared mailbox for example, the "from" field will automatically default to the shared mailbox (no manual drop-down necessary) and the sent and deleted items will show up in the shared mailbox's sent and deleted item folders instead of your personal sent and deleted items folders.

 


 

First option to connect a shared mailbox in Outlook:

1.  Open Outlook

2.  Click on "File" tab in the top left

3.  Account Settings  > Account Settings (see image below)

4.  Double click on your email account or click on your email and click "Change..." (see image below)

5.  Click on "More Settings" (see image below)

6.  Click on "Add" additional mailboxes under the "Advanced" Tab (see image below)

7. Type your shared mailbox email address as shown below and click Ok.


 

Second option to connect a shared mailbox in Outlook:

 

1.  Open Outlook

2.  Click on "File" tab in the top left

3.  Account Settings  > Account Settings (see image below)

 

2.  Click on "New" to create a new email account

3.  Type in your shared mailbox email in the box shown below, then click Connect.

4. You should see a NetID log on page (Shibboleth) and you will want to log in to your account.

5.  When complete, image shown below is what you should see.  Restart Outlook and shared mailbox should appear.

 

If you cannot connect to the shared mailbox or need further assistance, contact your local device support person or open a ticket with the service desk.

You can also contact your appropriate Service Desk:

University Users: OIT Service Desk - 919 684 2200
Duke Medicine Users: DHTS Service Desk - 919 684 2243

Instructions for the Duke Health Service Desk
  • Category: 
  • Subcategory:
  • Service Provider = Duke Health
  • Application: 
  • IT Service: 
  • Service Offering: 
  • Assign ticket to: Local Device Support

 

 

Article number: KB0022360

Valid to: July 4, 2025