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Accessing a Shared Mailbox on Outlook 2016 or 2019

Associated Roles:
  • Faculty / Staff

The following instructions will assist you in mapping a shared mailbox into Outlook 2016 or 2019. If you switch to a different computer, you will need to follow this process again. The shared mailbox is mapped into the Outlook application, not to your email account.

These instructions were created in Outlook 2016, but may also be used for Outlook 2019.

Accessing Shared Mailboxes in Outlook 2016 or 2019

  1. Open Outlook and click on the File tab in the upper-left hand corner. Screenshot of the Outlook 2016 Home tab with a red box around the File tab and a red arrow pointing towards the File tab.
  2. Click on the Account Settings button and select Account Settings... Screenshot of the Account Settings menu with a red box around the Account Settings... option and a red arrow pointing towards the Account Settings... option.
  3. Under the email tab, click on the Change button. Screenshot of the Account Settings window with a red box around the Change...button and a red arrow pointing towards the Change... option.
  4. In the lower-right hand corner of the window, click on the More Settings... button. Screenshot of the Change Settings window with a red box around the More Settings... button and a red arrow pointing towards the More Settings... button.
  5. Under the Advanced tab, click on the Add button in the section marked Mailboxes. Screenshot of the Microsoft Exchange menu with a red box around the Add... button and a red arrow pointing towards the Add.. button.
  6. The Add Mailbox window will appear. Enter in the name of the shared mailbox and click OKScreenshot of the Add Mailbox button with a red box around the OK button and a red arrow pointing towards the OK button.
  7. This will take you back to the advanced tab. Click on the Apply button. Screenshot of the Microsoft Exchange button with a red box around the Apply button and a red arrow pointing towards the Apply button.
  8. It will take a moment for the mailbox to be added. Once the process has finished, click on the Ok button. Screenshot of the Microsoft Exchange menu with a red box around the OK button and a red arrow pointing towards the OK button.
  9. This will take you back to the change email screen. Click on Next button in the bottom of the screen. Screenshot of the Change Settings window with a red box around the Next button and a red arrow pointing towards the Next button.
  10. The next window will confirm that everything has been added correctly. Click on the Finish button. Screenshot of the Change Account window with a red box around the Finish button and a red arrow pointing towards the Finish button.
  11. Close the Account Settings Window. Screenshot of the Account Settings window with a red box around the X button and a red arrow pointing towards the X button.
  12. You will now see your shared mailbox on the left hand side of the screen. Screenshot of the Mailbox list in Outlook with a red box around the Shared Mailbox and a red arrow pointing towards the Shared Mailbox.

Sending from the Shared Mailbox

This process only needs to be completed the first time you attempt to send from the shared mailbox. 

  1. From the Outlook home tab, click on New EmailScreenshot of the Outlook Window with a red box around the New Email button.
  2. In the New Message window, click on the Options tab and then click on the From button. Screenshot of the New Message window with a red box around the Options tab, a red box around the From button, and a red arrow pointing towards the From button.
  3. In the New Message, you will now see the From option. Click on the From option and then click on Other E-mail Address... Screenshot of the New Message window with a red box around the Other E-mail Address... option and a red arrow pointing towards the Other E-mail Address option.
  4. Enter in the name of the email address you would like to send from and then click on OKScreenshot of the Send From Other E-mail Address window, with a red box around the OK button and a red arrow pointing towards the Ok button.
  5. Now when you click on the From option, you will see the email address of the shared mailbox listed. Screenshot of the New Message window with a red box around the shield@unr.edu option, and a red arrow pointing towards the shield@unr.edu option.

If you have any issues adding or sending from Shared Mailboxes, please contact the OIT Support Center

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