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Add a shared mailbox in Outlook for Mac

After these steps the shared mailbox is listed in Outlook for Mac in the folder list on the left, below your own mailbox. A shared mailbox is an address such as info@ or support@ that several people use together. Unlike on Windows it does not appear automatically on the Mac, so you add it manually once. The guide applies to the current Outlook for Mac from Microsoft 365.

Platform
macOS
Applies to
Outlook for Mac (Microsoft 365), current version
Time needed
approx. 5 Min.
Level
Beginner
Geteiltes Postfach in Outlook für Mac hinzufügen Apple

What you need

  • Outlook for Mac is set up with your Microsoft 365 account.
  • Your IT team has assigned the shared mailbox to you and let you know. You do not need a separate password for the shared mailbox.
  • About an hour has passed since the assignment. It can take that long until the mailbox can be found.
  • The name or the email address of the shared mailbox, for example info@company.com.

  1. Step 1: Open the settings

    OutlookSettings

    In the menu bar at the top left, click «Outlook» and then «Settings».

    The keyboard shortcut Command and comma is quicker.

    • About Microsoft Outlook
    • Settings ⌘ , (click here)
    • Quit Outlook ⌘ Q
    Simplified sketch, the actual screen may look slightly different.

  2. Step 2: Select your own account

    Click «Accounts» and select your own email account on the left.

  3. Step 3: Open «Delegation and Sharing»

    AccountsDelegation and Sharing

    For your account, click «Delegation and Sharing».

    • your.name@company.com
    • Delegation and Sharing (click here)
    Simplified sketch, the actual screen may look slightly different.

  4. Step 4: Start searching for the shared mailbox

    Switch to the «Shared With Me» tab.

    Click the plus sign. A search field opens.

    • Shared With Me
    • + (click here)
    Simplified sketch, the actual screen may look slightly different.

  5. Step 5: Add the shared mailbox

    Enter the name or the email address of the shared mailbox, for example «info», and select it in the list.

    Click «Add» and then close the dialogue with the confirmation button.

    • info
    • Info Company info@company.com
    • Add (click here)
    Simplified sketch, the actual screen may look slightly different.

  6. Step 6: Check the result

    Close the settings. The shared mailbox appears in the folder list on the left, below your own mailbox.

    The first time, it can take a few minutes until all emails have loaded.

Frequently asked questions

Is there another way to add it?
Yes. In the menu bar, click «File», then «Open» and «Shared Mailbox». Select the mailbox there. The result is the same.
How do I send an email on behalf of the shared mailbox?
When you reply from within the shared mailbox, Outlook automatically uses its address as the sender. For a new email, choose the sender in the «From» field. This also requires the permission to send, which your IT team grants.
Why does the mailbox not appear automatically on the Mac, as it does on Windows?
Outlook for Mac does not add shared mailboxes by itself. This is why adding it manually once is necessary. After that the mailbox stays in the folder list.
The mailbox does not show up in the search. What now?
Usually the permission is not active yet. New assignments can take up to an hour. If Outlook still cannot find the mailbox after that, contact your IT team.

Stuck on a step?

Start a remote support session and we will take a look at your screen together with you.

Remote Support (Mac) Helpdesk (Windows) info@guycolle.com

Sources

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