How to Add a Shared Mailbox in Outlook

This knowledge base article explains how to add a shared mailbox in Outlook across different platforms, including Windows and Mac, covering New Outlook (Windows), Classic Outlook (Windows), New Outlook (Mac), and Legacy Outlook (Mac). We will use DRES-deafservices@mx.uillinois.edu as an example, but the steps apply to any shared mailbox you have access to. Note: Use the XXXXXX@mx.uillinois.edu address if you can because it directs Outlook to the correct Microsoft mail server. If you are asked to pick from the options and only XXXXXX@illinois.edu is available, you may use that instead.

Important: Outlook may change where shared mailbox settings are located. If the steps below do not work for you, please contact helpdesk@ahs.illinois.edu for assistance.

Applicable Versions

  • New Outlook (Windows)
  • Classic Outlook (Windows)
  • New Outlook (Mac)
  • Legacy Outlook (Mac)
  • Outlook on the web

New Outlook (Windows)

  1. Open Outlook.

  2. Go to Settings → Accounts → Shared with me → Add.

    Shared with me

  3. When prompted, enter the shared mailbox address: dres-deafservices

    enter the shared mailbox address

    • If you only see DRES-deafservices@illinois.edu, please select that.

    • Do not add DRES-deafservices-FA@mx.uillinois.edu or DRES-deafservices-SA@mx.uillinois.edu.

  4. Complete the on-screen prompts.

  5. Restart Outlook: Close all Outlook windows, then reopen the application.

  6. The shared mailbox will now appear and be ready to use.

Classic Outlook (Windows)

  1. Open Outlook Classic.

  2. Click File → Info → Add Account.

    File tab

    Add account

  3. In the Email Address field, enter: dres-deafservices@mx.uillinois.edu.

    Email address field

  4. Click Connect.

  5. On the next screen, do not click Next with the shared mailbox address. Instead, choose “Sign in with another account” or delete the shared email address.

    do not use the shared email address

  6. Enter your university email: NetID@illinois.edu. Click Next.

  7. Enter your university password and complete sign-in.

  8. Complete the on-screen prompts.

  9. Restart Outlook: Close all Outlook windows, then reopen the application.

  10. The shared mailbox will now appear and be ready to use.

New Outlook (Mac)

  1. Open the Microsoft Outlook desktop app.

  2. Click Outlook in the top-left corner. If Legacy Outlook appears as an option and does not have a check mark, you are using the New Outlook interface.

    New outlook

  3. Go to Tools → Accounts.

    Outlook Tools

  4. Ensure your own email account is selected in the left-hand panel, then locate and click the Delegation and Sharing button.

    Delegation and Sharing button

  5. Go to the Shared With Me tab, then click the + icon located at the bottom-left corner of the screen.


    Shared with me

  6. When prompted, enter the shared mailbox address: dres-deafservices

    enter the shared mailbox address

    • If you only see DRES-deafservices@illinois.edu, please select that.

    • Do not add DRES-deafservices-FA@mx.uillinois.edu or DRES-deafservices-SA@mx.uillinois.edu.

  7. Complete the on-screen prompts.

  8. Restart Outlook: Close all Outlook windows, then reopen the application.

  9. The shared mailbox will now appear and be ready to use.

Legacy Outlook (Mac)

  1. Open the Microsoft Outlook desktop app.

  2. Click Outlook in the top-left corner. If Legacy Outlook appears as an option and has a check mark, you are using the Legacy Outlook interface.

    Legacy Outlook

  3. Go to Tools → Accounts.

  4. Select your primary @illinois.edu account.

  5. Click Advanced → Delegates tab.

  6. Under Open these additional mailboxes, click +.

  7. Enter dres-deafservices@mx.uillinois.edu and click Add → OK.

  8. Close the Accounts window.

  9. The shared mailbox should appear in the sidebar.

Outlook on the Web

In this example, we are using Google Chrome.

  1. Open Outlook on the web and sign in with your university email.

  2. Click the Gear icon in the upper-right corner to open Settings.

    Gear icon

  3. Navigate to Account → Shared with me.

    Shared with me

  4. Click Add to proceed.

  5. When prompted, enter the shared mailbox address: dres-deafservices

    Enter the address

    • If you only see DRES-deafservices@illinois.edu, please select that.
    • Do not add DRES-deafservices-FA@mx.uillinois.edu or DRES-deafservices-SA@mx.uillinois.edu.

  6. Complete the on-screen prompts.

  7. Restart Outlook: Close all Outlook windows, then reopen the application.

  8. The shared mailbox will now appear and be ready to use.

Keywords:
How to Add a Shared Mailbox in Outlook Macbook Mac Windows Outlook new classic outlook shared with me 
Doc ID:
156742
Owned by:
Ming C. in College of Applied Health Sciences
Created:
2025-11-14
Updated:
2025-12-01
Sites:
University of Illinois College of Applied Health Sciences