Shared mailboxes in Outlook for Windows will soon be added automatically. From now on, users no longer need to manually add shared mailboxes to Outlook. Existing permissions remain unchanged.
What Does This Mean?
Shared mailboxes for which you already have access will automatically appear in Outlook for Windows, both in Classic Outlook and New Outlook.
The mailbox will be shown underneath your personal mailbox in Outlook.
If a shared mailbox does not appear immediately, restart Outlook. It may take several hours before newly assigned mailboxes become visible.
If you notice a new shared mailbox appearing automatically, this means you already had permission to access that mailbox, but it had not previously been added to your Outlook profile.
Removing a Shared Mailbox
Shared mailboxes that have been added automatically through this new method can no longer be removed manually from Outlook.
If you no longer require access to a shared mailbox, submit a request through the appropriate Self Service Portal form. The ICT Service Desk will then remove your access.
Shared mailboxes that you manually added yourself in the past can still be removed manually through Outlook.
Other Email Applications
This change only applies to Outlook for Windows.
For the following applications, shared mailboxes must still be added manually:
- Outlook on the Web
- Outlook mobile apps
- Outlook for Mac
- Evolution
Why Is This Change Being Introduced?
Automatic mapping of shared mailboxes provides a more consistent user experience and reduces the need for manual mailbox configuration. Users who are granted access to a shared mailbox will automatically see that mailbox in Outlook without any additional steps.
Support
If you have questions about shared mailboxes or experience issues accessing a mailbox, please contact the ICT Service Desk.
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