Open another Mailbox in your Outlook Desktop App

In almost every case, you will want to open a Shared Mailbox as an additional mailbox instead of as the ONLY mailbox in Outlook or the Outlook Web App:

Access a Shared Mailbox in Outlook Desktop Application

Access a Shared Mailbox in Outlook on the Web (Exchange Online)

Shared Mailboxes are usually accessed as additional mailboxes. However, there are rare circumstances like Mail Merges from a Shared Mailbox when you will want to create a new Outlook Profile in order to log into Outlook directly as the Shared Mailbox. In order to do so, follow the instructions below.

Opening Outlook as a Shared Mailbox in the Outlook Desktop Application for Windows

  1. Open Control Panel.

  2. Search for "Mail".

  3. Click on the result that comes up, this may be "Mail (Microsoft Outlook 2016) (32-bit)" or something similar depending on the version of Microsoft Office that you have installed on your workstation.

  4. At the "Mail Setup" window, click "Show Profiles".

  5. At the "Mail" window, click the "Add " button.

  6. At the "New Profile" prompt, name the profile and click OK.

  7. At the "Add Account" window, specify the email address of the Shared Mailbox in the "E-mail Address" field.

  8. In the "Your Name" field, type the name of the Shared Mailbox.

  9. Leave the "Password" and "Retype Password" fields blank.

  10. Press the "Next" button.

  11. If you are prompted for a username and password, specify the username and password for YOUR account and not the username and password for the Shared Mailbox. Check the option for "Remember my credentials" and press the "OK" button.

  12. Back at the "Add Account" window, click the "Finish" button.

  13. At the "Mail" window, make sure that "Prompt for a profile to be used" is selected.

  14. Press the "OK" button to close the "Mail" window.

  15. If Outlook is open, close Outlook.

  16. Open Outlook.

  17. When prompted for a Profile Name at the "Choose Profile" window, choose the Profile for your Shared Mailbox.

  18. Outlook will open as the Shared Mailbox.

If you are having issues, try running the Microsoft SARA diagnostic tool.


Article ID: 1206
Fri 7/19/19 5:55 PM
Tue 5/12/20 3:10 PM