In Outlook on the web

Full Access

If you have FullAccess rights to a mailbox, you open it in Outlook on the web using your own credentials:

1. Open a web browser and log in to Outlook on the web.

2. Click on your name in the top right corner.

3. Click Open another mailbox...

4. Enter the email address of the mailbox you want to open.

5. Click Open

Shared Calendar

If someone has granted you permission to view their calendar, complete the following steps to view it. If you do not have permission, you may be still able to view availability (free/busy) information:

1. Open a web browser and log in to Outlook on the web.

2. Click the Calendar icon on the left of the page.

3. Right click your calendar name in the left-hand navigation pane

4. Select Open Calendar.

5. Type the name or email address of the person whose calendar you want to open.

6. Click Open.

In Outlook for Windows

Full Access

If you have FullAccess rights to a mailbox, you open it in Outlook on the web using your own credentials:

1. From the menu bar, select File > Account Settings > Account Settings

2. In the window that appears, click New

3. Select E-mail Account and click Next

4. In the field labeled E-mail Address, enter the shared mailbox’s email address and click Next

5. When the credentials prompt appears, enter

   • User name: your Microsoft 365 email address

   • Password: your EID password

   • Configure automatically: Checked

6. Check the box labeled Remember my credentials, and press OK

7. If all information was entered correctly, the mailbox should be successfully added.  Press Finish and (if prompted), close and restart Outlook.

In Outlook for macOS

Full Access

If you have FullAccess rights to a mailbox, you can add it to your Outlook profile using your own credentials:

1. From the menu bar, navigate to Tools > Accounts

2. Click the + button and select Exchange/New Account

3. In the window that appears, enter the following information:

   • E-mail address: Shared Mailbox Email Address

4. When the credentials prompt appears, enter your Microsoft 365 email address and UT EID password.

5. Click Add Account

6. After adding the mailbox, ensure that Tools > Accounts > [MAILBOXNAME] > Advanced > Sync shared mailbox is enabled. If it is not, enable it and restart your client.

Delegate Access

Adding

If someone has assigned you as their delegate, you can send or receive email or meeting requests on their behalf. You must open the mailbox to display their Microsoft 365 account.

1. In Outlook for Mac, select the Tools menu and then Accounts.

2. In the window that appears, select your Office 365 account and then click the Advanced…button.

3. Click the Delegates tab. In the section named Users I am a delegate for, click theAdd… button.

4. The Select User window will appear. Type in the name of the shared mailbox in the text box and click the Find button. Select the desired user from the search result list that appears and click OK.

5. Click OK again to close the accounts window. After a short period of time, that shared mailbox will appear as a folder in the View list on the left side.

Removing

If you have previously connected to a shared mailbox and no longer want to see it:

1. Open Outlook for Mac and from the Tools menu, select Accounts.

2. In the window that appears, select your Office 365 account and click the Advanced… button.

3. Click the Delegates tab. In the section named People I am a delegate for, select the shared mailbox in the list and click the "-" (minus) button. Click OK when done.

4. The shared mailbox will no longer appear as a folder in the View list on the left side.

More Information

• Open and use a shared mailbox in Outlook - Microsoft Support

• Open a shared Mail, Calendar or People folder in Outlook for Mac - Microsoft Support

• Outlook Help & Learning