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Topics Map > Communication and Collaboration > Email

Office 365, Email, Exchange, Outlook, Add a second account to Outlook

How to add a Resource/Group account to Outlook

If you have access to a shared mailbox (resource account), it is possible to add it as a second account to Outlook.  This allows you to use your email account as well as the resource account at the same time.

If you have the box for "Let me set up my account manually checked" in Advanced options under where you input your account's email address, choose Office365. This box is unnecessary to check due to auto-discover for University exchange accounts.

Method 1:

If you also have send-as permission on the resource account, this process will place messages sent from the resource account into the Sent Items folder of the resource account. Outlook will also create a separate cache file (.OST) for each account, which can really help with performance and file size limits.

Windows 10

  1. Click the File tab in Outlook's ribbon, to the left of Home at the top of the screen.
  2. Under the Account Information heading, you should see your @illinois.edu account already listed as a Microsoft Exchange entry.
    Click the "+ Add Account" button below this.
  3. In the window that appears, there will only be one text field, for 'Email address' - enter the resource account's full address into this box and click the blue Connect button.
  4. Another window will appear with a University-branded sign-in page, with the resource account's address already filled in and a prompt to 'Enter password'.
    Do not enter your password here; instead, click the gray Back button below the Password field.
  5. The second window will stay at the University-branded sign-in page, but will now be prompting for NetID.
    Enter your own account's NetID, click Next, and enter your own account's password, rather than the resource account's.
  6. Click the 'Sign in' button. You may be prompted to perform 2-factor authentication if it is enabled for your account.
  7. The University-branded sign-in window will close, and Outlook will report 'Account successfully added'.
  8. Click Done, then completely close Outlook. When it is next opened, the resource account will populate.
  1. Click the word Outlook in MacOS's menu bar at the top of the screen, just to the right of the Apple logo.
  2. Select 'Preferences...' and then Accounts under the Personal Settings heading.
  3. A window will appear with the title Accounts and a list with one entry, your University account.
  4. In the bottom-left corner of the Accounts window, click the small + icon and choose "New Account..." from the dropdown.
  5. In the window that appears, there will only be one text field, for 'Email address' - enter the resource account's full address into this box and click the blue Connect button.
  6. Another window will appear with a University-branded sign-in page, with the resource account's address already filled in and a prompt to 'Enter password'.
    Do not enter your password here; instead, click the gray Back button below the Password field.
  7. The second window will stay at the University-branded sign-in page, but will now be prompting for NetID.
    Enter your own account's NetID, click Next, and enter your own account's password, rather than the resource account's.
  8. Click the 'Sign in' button. You may be prompted to perform 2-factor authentication if it is enabled for your account.
  9. The University-branded sign-in window will close, and Outlook will report 'Account successfully added'.
  10. Click Done, then completely close Outlook. When it is next opened, the resource account will populate.

Method 2:

If you have send-as permissions on the resource account, this process will place messages sent from the resource account into your Sent Items folder. All mailboxes will be cached to the same file (.OST) which can have a negative impact on performance and reliability.
  1. Open Outlook.
  2. Click on File.
  3. Click on Account Settings. And Account Settings, again. You should see your account already listed.
  4. Click on your account.
  5. Click on Change.
  6. Click on More Settings...
  7. Click on the Advanced Tab.
  8. Click Add.
  9. Type in the Account Name (eg. Resource Account.)
  10. Click OK.
  11. Click Next.
  12. Click Finish.
  13. Click Close.




Keywords:Email Exchange Outlook resource shared sent folder mailbox sent folder   Doc ID:68017
Owner:Office 3.Group:University of Illinois Technology Services
Created:2016-10-25 09:50 CDTUpdated:2022-02-18 14:15 CDT
Sites:University of Illinois Technology Services
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