How to Add a Shared Mailbox as an Email Account in Outlook.
This guide contains step-by-step instructions on how to add a shared mailbox as an additional email account in Microsoft Outlook.
Typically, after you assign permissions to users on a shared mailbox, that shared mailbox is automatically added to the users' Outlook navigation pane after the next restart of Outlook.
This occurs due to the "Automapping" feature in Office 365 and Outlook, which is enabled by default and automatically adds the shared mailbox to the user's Outlook navigation pane without requiring any manual configuration or action from the user.
However, many users don't want the shared mailbox to be automatically mapped to Outlook and want to add it as a separate email account so they can use it as a regular email account to send and receive emails. If you are in the same situation, follow the steps below in order to be able to add a shared mailbox as an additional account in Outlook.
How to Add Shared Mailbox as Additional Email Account in Outlook. (Microsoft/Office 365).
Step 1. Turn Off Automapping on Shared Mailbox.
If the Shared Mailbox has been automatically mapped and appears in the user's Outlook navigation pane, then proceed to disable "Auto-mapping" as indicated below, otherwise skip this step.
* Note: This step requires administrator privileges in Office 365.
1. Connect to Exchange online via PowerShell using your Office 365 admin credentials.
2. After connecting to Exchange Online, issue the below command to remove the user's full access rights on the shared mailbox and then press "y" (YES) when asked to confirm your decision:*
- Remove-MailboxPermission -Identity SharedMailboxName -User UserName -AccessRights FullAccess
* Where:
- SharedMailboxName: is the name or email address of the Shared mailbox.
- UserName: is the name or email address of the person who has rights on the Shared mailbox.
For example: If you want to remove the permissions of the User "john@example.com" on the Shared Mailbox "support@example.com", issue the following command:
Remove-MailboxPermission -Identity support@example.com -User john@example.com -AccessRights FullAccess
3. Then reassign to the user the full access rights on the Shared mailbox but with the "Automapping" disabled, with this command:*
- Add-MailboxPermission -Identity SharedMailboxName -User UserName -AccessRights FullAccess -AutoMapping $false
* Where:
- SharedMailboxName:: is the name or email address of the owner's mailbox.
- UserName: is the name or email address of the person who will have full access rights on the Shared mailbox, with "automapping" disabled.
For example: If you want to give permissions to the user "john@example.com" on the Shared mailbox "support@example.com" but with automapping disabled , issue the following command:
Add-MailboxPermission -Identity support@example.com -User john@example.com -AccessRights FullAccess -AutoMapping $false
4. After running the above command you should receive a similar screen bellow:
5. Disconnect from Exchange Online and continue to next step.
Step 2. Add Shared Mailbox as an Email Account in Outlook.
1. Restart Outlook on the user's computer and verify that the Shared Mailbox does not appear in the Outlook folder pane.*
* Note: For this to happen, you may need to wait a while or restart the computer.
2. After you verify that the Shared mailbox is no longer appears in user's Outlook, add the account of the Shared mailbox as a new email account. To do this:
a. From File menu > go to Account Settings and click New.
b. In the next screen type the email address of the Shared Mailbox (e.g. "support@example.com" in this example) and click Connect.
c. On the "Enter Password" screen, type the password for the shared mailbox email account and try to Sign in. If the login is unsuccessful because the password is incorrect, click Sign in with another account and then use the credentials of the user who has permissions to the shared mailbox to sign in. (e.g. the "john@example.com" in this example),
3. Once the account is successfully added, restart Outlook to apply the change.
4. After restarting, the Shared Mailbox's email account will be added in Outlook's left navigation pane as an additional email account.
That's it! Let me know if this guide has helped you by leaving your comment about your experience. Please like and share this guide to help others.
Frequently Asked Questions
How do I turn off automapping for a shared mailbox in Outlook?
To turn off automapping for a shared mailbox, you’ll need admin privileges. First, connect to Exchange Online using PowerShell with your Office 365 admin credentials. Then, remove the user's full access rights using:
`Remove-MailboxPermission -Identity SharedMailboxName -User UserName -AccessRights FullAccess`
Finally, reassign the full access rights with automapping disabled using:
`Add-MailboxPermission -Identity SharedMailboxName -User UserName -AccessRights FullAccess -AutoMapping $false`.
What is the default behavior of shared mailboxes in Outlook with respect to automapping?
By default, Office 365's Automapping feature automatically adds shared mailboxes to a user's Outlook navigation pane after permissions have been assigned, without requiring any manual configuration.
Can I add a shared mailbox as a separate email account in Outlook?
Yes, you can add a shared mailbox as a separate email account in Outlook. After turning off automapping, restart Outlook, and verify the shared mailbox doesn't appear in the folder pane. Then, add the shared mailbox as a new email account via File > Account Settings > New, entering the email address of the shared mailbox.
