How to Share Exchange Mailboxes


Microsoft Outlook (2003 and above) users in the same organization may share Exchange mailboxes. With a few simple steps in Microsoft Outlook, users may share mailboxes, documents, calendars and certain lists. Sharing an Exchange mailbox does not delegate access, or otherwise enable shared users to send or receive mail from within the shared mailbox.

Things You'll Need

  • Computer with MS Outlook
  • A valid Microsoft Exchange mail account
  • Click the Windows "Start" button and open Microsoft Outlook.

  • Log onto the Exchange server, if auto logon is not enabled for the account.

  • Click the "Mail" option in the left navigation pane.

  • Right-click on the entry "Mailbox-(user name)" where the user name is the Exchange account user name.

  • Click "Sharing" from the context menu.

  • Click the "Add" button.

  • Select the email account of the person to provide shared access and then click the "Add" button.

  • Click the "Permissions" tab for the new, shared user.

  • Click the "Reviewer" option in the "Permissions Level" dropdown box.

  • Click the "OK" button.

  • Right-click on the mailbox folder to share. For example, to share the Inbox, right-click on the Inbox folder.

  • Click the "Sharing" button.

  • Click the "Add" button.

  • Select the person's Exchange account name from the dropdown list.

  • Click the "Add" button under the "Add Users" label.

  • Select "Reviewer" from the "Permissions Level" dropdown box. The "Editor" option may be selected if the shared user will be allowed to change items in the shared mailbox.

  • Click "OK" and close the Exchange dialog box.

  • Test the shared mailbox by having the shared user log in to their Exchange account and access the mailbox.

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