How to Share an Outlook Mailbox


When you are responsible for monitoring and managing email messages, appointments and other items for a general office or other organization's email account, you don’t have to have access to the manager's or other user's computer provided it is a Microsoft Exchange Server account and you have been delegated access. Once this is done, you can add the mailbox to your own profile, which enables you to view and take action on various items using Outlook 2013 or Office 365.

Delegating Access to Share an Outlook Account

  • Open the Outlook mailbox you want to share with someone else. Select the "File" tab, click "Account Settings" and choose "Delegate Access" to open the Delegates box.

  • Click the "Add" button to open Add Users. Begin typing the name of the person you want to make delegate. This person must be in your Global Address List. Select the name in the list of results, click "Add" and click "OK."

  • Select the permissions you want to grant for each item in the Delegate Permissions box. An Editor can read, create and modify items; an Author can read and add items; and a Reviewer can only read items. Select "None" to prevent access to a specific feature. Click "OK."

  • Right-click the root folder in the navigation pane, which is the primary username or email address, and select "Folder Permissions." Select the delegate's name and then select the "Folder Visible" check box under Permissions in the Other section. Click "OK" to enable the delegate to view the folder and add it to his own Outlook profile.

Managing a Delegated Mailbox

  • Add the mailbox to your profile. Start Outlook on the computer from which you want to access the delegated email account. Select the "File" menu, click "Account Settings" and choose "Account Settings" to access the Account Settings box.

  • Choose the "Email" tab and select the Exchange account type. Click "Change" and select "More Settings."

  • Choose the "Advanced" tab and click "Add" under Open Additional Mailboxes. Enter the name of the mailbox you want to add to your profile. The email account will appear in your folder pane every time you start Outlook.

Tips & Warnings

  • Both the email account owner and the person to whom access is delegated must use the same version of Outlook.
  • If the Add button is missing from the Delegates box, you do not have an active Exchange connection, which is required.

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