Connecting to Shared mailboxes in Exchange Online

The directions below explain how to set up shared mailboxes for use with Exchange Online. They are written for use with Microsoft Outlook. Shared mailboxes will not will not work with non-Outlook clients.

Students or employees who do not have Exchange accounts may not be able to access shared mailboxes. Microsoft specifies that only users with Exchange account licenses can access a shared mailbox in Exchange. A student or employee who cannot access a shared mailbox will need either a full or calendar only Exchange account


Connecting to Exchange Online Shared Mailboxes in Outlook

  1. Select File from the ribbon in the upper left corner, then + Add Account.
  2. Click the down arrow on Advanced Options then select Let me set up my account manually, type in the name of the shared mailbox, including, then click Connect.
    Type the mailbox name including then click connect.
  3. Click the Office 365 icon.
    Click the Office 365 icon
  4. Click More choices. If you don't see "More choices", click Sign in with another account.
  5. Type your full email address. Then provide your UD password and MFA code (if prompted).
  6. Leave the "Use Cached Exchange Mode" box checked. Drag the slider to All, and click Next.
  7. Click Done.
  8. Restart Outlook.

Mac (Outlook version 16.67)

Connecting to Exchange Online Shared Mailboxes in Outlook

  1. Open Outlook for Mac.
  2. Click File.
  3. Hover over Open then click Shared Mailbox
  4. Type the full email address of the shared mailbox to add, then click Add.

Mac (Outlook versions older than 16.67)

  1. Go to the Tools menu, and choose Accounts.
  2. Click the (+) sign, and choose Add new account.
  3. Enter the full email address of the shared mailbox , and click Continue.
  4. The Gmail configuration window may open with a web browser window asking you to choose an account. If it does, close the window.
  5. Click Not Gmail in the top right corner.
  6. Click Office365.
  7. Click Sign in with another account.
  8. Enter your full UD email address (not the address of the shared mailbox).
  9. Enter your UD password, and authenticate with Microsoft MFA, if prompted.
  10. Close the accounts window.
  11. You may need to restart Outlook before you can use the shared mailbox.

Outlook Web Access - only for users with Exchange accounts

  1. With Outlook Online open in a web browser, click on your name in the upper right corner of Outlook Online and click Open another mailbox.
    Open another mailbox.
  2. Type in the full name of that shared mailbox, then select it from the list.
    Type in the full name of the shared mailbox.
  3. The shared mailbox will open in a new browser tab.

Outlook Online without logging into a personal Exchange account

  1. You can do the same as above directly in any browser by entering a URL in the following format:
  2. When prompted, log in using your account, password, and MFA.