Standard Operating Procedures IT

How to Add a Shared Mailbox in Outlook Desktop App

Author Confluence SyncLast edited by Format Sweep (+1)Updated Jul 6, 2026

This page explains how to add a shared mailbox manually in the Outlook Desktop App — essential for any ALTA staff member who has been granted access to a shared mailbox but does not see it appearing automatically in their inbox.

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In effect since Jun 18, 2026 · next review Dec 15, 2026 (in 128 days).

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If your admin only recently added you to a shared mailbox, it may take a few minutes before the shared mailbox appears. Wait a bit and then close and restart Outlook again.
If that didn't work, then manually add the shared mailbox to Outlook:
1. Open Outlook.
2. Choose the File tab in the ribbon.
3. Choose Account Settings, then select Account Settings from the menu.
4. Select the Email tab.
5. Make sure the correct account is highlighted, then choose Change.
6. Choose More Settings > Advanced > Add.
7. Type the shared email address, such as research@alta.org.
8. Choose OK > OK.
9. Choose Next > Finish > Close.

Step	Action
1	Open Outlook
2	Click the File tab in the ribbon
3	Click Account Settings, then select Account Settings from the dropdown
4	Select the Email tab
5	Highlight the correct account, then click Change
6	Click More Settings → Advanced → Add
7	Type the shared email address (e.g. `research@alta.org`)
8	Click OK → OK
9	Click Next → Finish → Close

How to Add a Shared Mailbox in Outlook Desktop App

How to Add a Shared Mailbox in Outlook Desktop App

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