Emails are an elementary part of external and internal communication in many companies. Depending on the field of activity and the position in the company, the frequency with which the mailbox itself is checked on a day-to-day basis varies, as does the constancy with which emails must be answered. In the case of contact persons for employees or the central point of contact for one or more important clients, a regular glance at the inbox is essential..
If you are unable to catch up with the review and processing of email traffic due to the large number of messages, then sharing your mailbox with colleagues can be practical. They can add the mailbox to their own email account and also have access to incoming emails; and if the corresponding permissions are granted, also manage them. This shared mailbox usage is available in Microsoft Outlook for all accounts that are stored on the common Microsoft Exchange Server . But how is mailbox shared in Microsoft email service? How can another mailbox be added in Outlook?
There are several reasons why it may be practical or necessary to add a mailbox that actually belongs to another profile to your account in Outlook. A typical scenario is, for example, one in which a manager needs help managing his mailbox , for which he grants access permissions to his assistants. In this way, and depending on the authorization level, they can be in charge of reviewing and classifying, or even responding to received emails. Another application scenario is the shared management of a support email account : if several users add the mailbox in Outlook belonging to the support email account, the support tasks can be divided among several people without problem.
In Outlook you can not only authorize and share mailboxes, you can also give access to the Outlook calendar to share meetings with colleagues, clients or partners..
Finally, it is also possible to add mailboxes in Outlook of former colleagues , at least temporarily, in the Outlook accounts of people who currently work in the company. This is especially important if former employees used to be in constant email contact with clients. In this way, the respective account can remain active during the transition phase.
Before you can add the mailbox of another Outlook account to your own account, permission must first be granted , as it is possible to share the entire mailbox or only some folders. It is also practical, for example, to give access only to messages from a specific customer. In addition, you can determine only a read permission or the ability to select , reply or even delete emails. Once shared, the Outlook mailbox can be added and, depending on the permissions, managed jointly..
It may take a few minutes for the shared mailboxes or email folders to become available. It may also be necessary to wait a moment to add them to your Outlook mailbox.
Authorization to share an Outlook mailbox (or subfolder) with other users on the Exchange Server is done in a few steps.
First mark with a click of the right mouse button the inbox and select from the menu that appears next the item? Properties ? (Outlook in web version:? Permissions ?). If you don't want to share the entire mailbox, but only certain subfolders, select those folders instead of the inbox.
Access the tab? Permissions ? and click? Add ?. You can then search the global address list for the account you want to add the mailbox to:
Finally, determine the user permissions for the shared mailbox. With the Owner permission level it is possible to read, reply to and also delete all emails, but also create new folders and subfolders. With ? Accept ? the adjustments made are approved.
To add a shared mailbox in Outlook 2016, you must first register on the client. Once the software has started, open the? File ? and double click? Account settings ?:
In the list, click on the Outlook account that you want to link to the shared mailbox, and then click the? Button. Change ? Another option is to start the Exchange account setup by double clicking the corresponding account:
Then click? More settings ? and continue to the tab? Advanced ?. Click? Add ?, Write the name of the shared mailbox and confirm with? Accept ?:
The mailbox should now appear in the list alongside the other mailboxes. If so, save the changes with? Apply ?. Then click? Accept ? and then in? Continue ?. Outlook informs you that your account has been successfully updated.
Now you can see the added Outlook mailbox in the folder pane. If you select it, the client lists the messages contained directly in your own account.
Outlook 2013 users can add shared mailboxes to their own Outlook profile through account settings. The configuration is accessed through the tab? File ?, by clicking the button? Information ? and then in the menu that opens below? Account settings ?:
Now select in the settings of the account you want to add the mailbox to in Outlook and then click on? Change ? On the next screen, click? More settings ? to edit the Microsoft Exchange settings for this account. Exchange settings can also be accessed by double-clicking the appropriate account.
In the next step go to the tab? Advanced ? and add the desired mailbox with? Add ?. To do this you have to enter the name of the user or their Exchange account and confirm in? Accept ? As soon as the shared mailbox is added in Outlook, Outlook 2013 displays it in the following window:? Open additional mailbox ?.
Now click successively on the buttons? Apply ? Y ? OK ?, and in the windows? Next ? Y ? Finish ?, to save the added Outlook mailbox that now automatically appears in your account's folder pane. The added Outlook mailboxes are located in the folder pane below your own Outlook account folders.
Also in the Outlook Web App you can add mailboxes that other users have shared. To do this, first you have to display the folder panel, in case you don't have it configured that way, by clicking? More ?
If you have the folder pane fully expanded, right-click on your Outlook account that appears as your name or the email address of your Outlook account. Select the item Add shared folder in the menu that opens:
Enter the name or email of the person whose Outlook mailbox you want to share and click? Add ?:
In the folder pane, below your own mailbox folders, you should see a section for the added Outlook mailbox: