How to Add a Shared Mailbox In Outlook 2025? Comprehensive Guide

“How to add a shared mailbox in Outlook?” is something that users cannot figure out. A shared mail box in Outlook is a great asset for an Enterprise with thousands of employees. It provides team collaboration and increases efficiency. Don’t worry! It’s a fairly simple task if you have the necessary permission.

A shared mailbox is a remarkable feature by Microsoft that allows multiple users to access and manage a single email. This email is often a generic one like support@companyname.com. Enabling teams like customer support, IT, Sales, etc, to read, send, and manage emails collaboratively. In shared mailboxes, you can only perform specific tasks for which permissions are granted by the administrator. You can be granted access in one of three ways: “Full Access”, “Send As,” and “Send on Behalf.”

Though it is great, many first-time users or those shifting from classic to the new version ask, “Why can’t I see a shared mailbox in Outlook Web?” and want to add it again manually. This is a complete guide on “How do I add access to a shared mailbox in Microsoft Outlook?”. So let’s get started.

How To Add A Shared Mailbox In Outlook?

In most cases, users do not need to add shared mailboxes in Outlook manually. Once the administrator has granted shared mailbox access to your email address, say employee@companyname.com, it will automatically appear in the folder panel. If it does not appear immediately, Exit and relaunch Outlook. You will most definitely be able to access it.

If you still find yourself in the same situation, or you have accidentally deleted it from your account, and now you want to learn “How do I manually add a delegated shared mailbox in Outlook?”. This guide will prove most beneficial.

How To Add A Shared Mailbox In Outlook Classic?

The latest version of Outlook has made the task simpler. If you are still using the classic version, here are the Detailed Steps you can follow along:

1. Launch Outlook Desktop Client on your PC.
2. Go to File >> File Settings.
3. Click “Access Account Settings” >> Click “Change” >> Go to “More settings”.
4. Hit the “Advanced settings” button.
5. Click on “Add Shared MailBox”.
6. Enter the name or email ID of the shared mailbox. The administrator must have sent it to you beforehand.
7. Click “OK” and then “Apply”.
8. Simply Restart Outlook and check again

You have successfully added a shared mailbox in Outlook Classic.

How To Add A Shared Mailbox In New Outlook?

We understand why Classic Outlook users often ask this. In the new version of Outlook, you are not able to locate the “File” option, which can be frustrating, as it was the first step to add the shared mailbox. Be assured, though, after the upgrade, the environment may seem different, but the process to add has become simpler. Follow the steps to add a shared mailbox in Outlook:

1. Open Outlook. Make sure you have logged in with your business-class email environment account.
2. Right-click on the space under folders.
3. Select “Add Shared MailBox”.
4. In the Pop-Up window, add the name or email address of the shared mailbox.
5. Click Add.
6. After you relaunch, the Shared MailBox will automatically appear.

How To Add A Shared Mailbox In Outlook Mac App?

If you are a Mac user and are trying to figure out a way to set up a shared mailbox in Outlook. We understand that the steps for the Windows version will not work, as the user interface of macOS is quite distinct. The steps below tell how you can add a shared mailbox in Outlook for Mac:

1. Launch the Outlook Mac App.
2. From the Menu Bar >> click “Outlook” >> Press Preferences/ Settings.
3. Select Accounts.
4. At the button click, the “+” icon. The press “Open Shared Mailbox”.
5. Enter the name or email address of the shared mailbox.
6. Press Add, and the shared mailbox will appear in the folder panel.

It is a simple process, manually.

Read More: Configure Amazon WorkMail to Outlook 

How To Add A Shared Mailbox In Outlook On App?

Users want the comfort of accessing their shared mailboxes from their mobile devices. Here is how to add and access a shared mailbox for the phone directly.

1. Simply open your Outlook app.
2. Tap on the Profile >> Add Account.
3. Click on the + icon/ Add Account button.
4. Choose “Add a Shared Mailbox“.
5. Enter the name of the shared mailbox >> click Add.

You can see the shared mailbox under the account list and access it from there.

Why Can’t You access Or Add A Shared Mailbox in Outlook?

If you are not able to access or add your shared email after following the above steps. It can be due to the reasons given below:

• The administrator of the shared mailbox has not permitted you.
• There are server connectivity issues due to which you can not access the shared mailbox.
• Chances are, the shared mailbox could have been deleted by the administrator.
• You can be using an outdated version. Try to upgrade. It’s a common reason why you can’t add a shared mailbox in Outlook.
• Your Outlook profile is corrupted or compromised under a cyber attack.

Advanced Solution to Safeguard Shared Mailbox In Outlook

When you are not able to access or add your shared mailbox, even after multiple attempts, it can be a critical concern. What if it is due to accidental deletion by an administrator, or worse, a cyberattack has compromised the entire mailbox? In such cases, there is a risk that you can lose your data forever. It can lead to operational confusion, loss of important documents or contracts, and if you are an enterprise, your accountability will be hampered, and there will be reputational damage, making it even more important to archive your email.

This is where Email Backup Solution is a great asset. Not only does it protect your email information, but it is an advanced solution to securely, easily, and quickly have a copy of a shared mail box while ensuring 100% data integrity and encrypting end-to-end.

Steps to Back up a Shared Mailbox in Outlook

1. Once downloaded. Launch the Advanced solution on your PC.
2. Select Office/Outlook 365 as the “Email Source”.
   
3. Enter your credentials and “Log In.”
4. Select all the folders you need to safeguard.
   
5. Choose “File Saving Option”. We suggest using “PST” (But you can choose from many others) as this is native to Outlook.
   
6. You can use the advanced filter option to selectively choose the mailbox you need to safeguard.
   
7. Finally, Click “Backup”.
   

Benefits of Using the Advanced Solution

This robust tool is also a more streamlined approach when you try to archive your email information due to the following reasons.

• Enables you to save in multiple file formats like PST, EML, PDF, MBOX, etc.
• Operates 100% locally, so there is no risk of your data being uploaded to a third-party server.
• Completely maintains data integrity, saving all the metadata and attachments.
• The look and feel remain the same.
• Easy to set up and works on both Mac and Windows.
• Facilitates the downloading of shared folders when you add a shared mailbox in Outlook, from multiple accounts in one go.
• A Free Trial version is also available, so you can have a good idea about the features before making the purchase.

Learn To: Migrate Hotmail Account to Outlook.com

FAQs: How To Add A Shared Mailbox In Outlook

Q1: How to add a shared mailbox in Outlook Web Version?

In the Outlook new, you can log in to your Outlook account. Navigate to “Folders” >> Right Click. A pop-up menu appears. Select “Add shared folder/ mailbox” >> Enter the name and click “Add“.

Q2: How can I add someone to a shared mailbox in Outlook?

Only an administrator can add someone to a shared mailbox in Outlook. Go to the Microsoft 365 admin center. Press on Teams & groups, under this select “Shared mailboxes”. Choose one of the three permission types, enter their mail ID, and then “Save.”

Q3: Does a shared mailbox need an ad account?

A shared mailbox is tied to an Active Directory (AD) account. It is a feature used only for the Outlook 365 business plan.

Q4: How to set up a shared mailbox in Outlook without password?

To add a shared mailbox in Outlook, users do not need a password to delegate, even manually. Merely log in >> Right click under the folder option >> Click on Add Shared Library. Enter the name or email address. Press Add.

Q5: How to add a shared mailbox in Outlook Mobile? 

You need to first Sign In with your primary account. Go to “Add Account“(found in the left panel)>> Add a Shared Mailbox. Enter the name of the Mailbox, and complete the setup. You can locate the shared mailbox under the account list.

Conclusion

Whether you have a big or a small business, having a “Shared Mailbox” will exponentially improve your team’s collaboration and productivity. So if you are trying to learn “how to add a shared mailbox in Outlook  2025”, this is a complete guide for all devices. This allows your team to share all vital information in a centralized location.

But all this vital information could be lost due to human error, server issues, and the threat of cyberattack. This is where an advanced solution like the one recommended above is an essential asset for safeguarding the valuable information. It ensures every single bit of the information, whether attachments, metadata, etc, is preserved. So if you have a shared mailbox, and you are ready to safeguard it. Give this tool a try today.