University of Bath

Setting up and accessing a shared mailbox in Outlook

How to set up a shared mailbox for your project, team, club or society using Outlook or OWA.

Setting up or requesting access to a shared mailbox

Shared mailboxes allow you and your colleagues to jointly run an email address and mailbox. They are good for workplace teams, projects, clubs and societies.

Shared mailboxes do not have passwords, so you cannot log in the same way as you would for your own account.

Before being able to access a shared mailbox, you will need to request access from the mailbox owner.

Sharing your mailbox

The mailbox owner needs to:

  1. Open Outlook
  2. Select File
  3. Select Add Account
  4. Select E-mail Account
  5. Fill in the name of the person you want to access the mailbox (for example, John Smith)
  6. Type the address of the shared mailbox you have access to and select Next.
  7. You will get a confirmation that it has connected, and you will have to restart Outlook

Accessing a shared mailbox

Accessing a shared mailbox in Outlook 2013 for Windows

You can access the shared mailbox once your permissions have been set by the mailbox owner.

  1. Open Outlook.
  2. Select 'File'.
  3. Select 'Add Account'.
  4. Select 'Email Account'.
  5. Select 'Next'.
  6. Enter the email address of the shared mailbox.
  7. Select 'Next'.
  8. You will get confirmation that it has connected.
  9. Close and reopen Outlook.

You will now be able to view all the Mail, Calendar, People and Tasks tabs for the shared mailbox.

Accessing a shared mailbox in Outlook Web App

  1. Log into
  2. Select the dropdown arrow beside your name in the top right of the window.
  3. Select 'Open another mailbox...'
  4. Enter the name of the shared mailbox.

The shared mailbox will be in your list of mailboxes when you next log into

Setting up a new shared mailbox

If you want to set up a shared mailbox, you will need to request this.