How to Add a Shared Mailbox as an Additional Account in Outlook Desktop In Hindi

Managing multiple email accounts efficiently is a crucial aspect of productivity in today’s workplace. Microsoft Outlook, a widely-used email client, provides robust tools to handle not only personal email accounts but also shared mailboxes. A shared mailbox allows multiple users to read, send, and manage emails from a common email address, such as info@company.com or support@company.com.

Adding a shared mailbox as an additional account in Outlook Desktop can enhance collaboration and streamline workflow, especially for teams handling customer service, support queries, or project communications. In this guide, we’ll explain step by step how to add a shared mailbox as an additional account in Outlook Desktop, discuss common issues, and share tips for seamless integration.

What is a Shared Mailbox in Outlook?

A shared mailbox is an email mailbox that multiple users can access to send and receive emails collectively. It’s typically used in organizations for team-based email management. Unlike personal mailboxes, shared mailboxes do not require a separate license if the mailbox is under 50 GB in size and is accessed only by licensed users within the organization.

Benefits of Using a Shared Mailbox

1. Collaborative email management – Multiple users can reply to emails, ensuring no query goes unanswered.

2. Centralized communication – Consolidates team communication into a single email account.

3. Professional appearance – Allows sending emails from a generic company address, such as info@company.com.

4. Access control – Admins can assign permissions for read, send, or manage access.

Prerequisites for Adding a Shared Mailbox in Outlook

Before adding a shared mailbox as an additional account, ensure the following:

1. Permissions – You must have the necessary permissions (Full Access and Send As) assigned by your IT admin or Exchange admin.

2. Outlook Version – This guide assumes you are using Outlook 2016, 2019, or Microsoft 365 Desktop. Some steps may vary slightly depending on your version.

3. Microsoft Exchange or Microsoft 365 Account – Shared mailboxes only work with Exchange or Microsoft 365 accounts, not with standalone POP/IMAP accounts.

Method 1: Adding a Shared Mailbox as an Additional Account Automatically

If your organization uses Microsoft 365, Outlook can automatically add the shared mailbox if you have the required permissions.

Step-by-Step Guide

1. Open Outlook Desktop
   Launch your Outlook application on your computer. Make sure you’re logged in with your primary account.

2. Check Automatic Addition

   • Go to the File menu → Account Settings → Account Settings.

   • Click on your primary account and check Change → More Settings → Advanced.

   • Look for the Open these additional mailboxes section. If your shared mailbox is listed, Outlook will automatically sync it.

3. Access the Shared Mailbox

   • Once added, the shared mailbox will appear in the left navigation pane under your primary mailbox.

   • You can expand it to view Inbox, Sent Items, and other folders.

4. Send Email from Shared Mailbox

   • Click New Email → select the From field → choose your shared mailbox address.

   • Compose and send emails as usual.

Tip: If the shared mailbox doesn’t appear automatically, proceed with the manual addition method below.

Method 2: Manually Adding a Shared Mailbox in Outlook Desktop

This method ensures the shared mailbox is added as a fully functional additional account, giving more flexibility in sending and receiving emails.

Step-by-Step Instructions

1. Open Outlook and Navigate to Account Settings

   • Click File → Account Settings → Account Settings.

2. Add New Account

   • Click New… to add a new email account.

   • Enter the shared mailbox email address (e.g., support@company.com).

3. Automatic Account Setup

   • Outlook will attempt to detect account settings automatically.

   • If prompted, choose Microsoft 365 or Exchange as the account type.

   • Enter your login credentials (your primary account credentials may be sufficient if you have permissions).

4. Complete Setup

   • Once verified, Outlook will add the shared mailbox as a separate account.

   • The mailbox will now appear independently in the folder list, similar to your primary mailbox.

5. Verify Functionality

   • Test sending an email from the shared mailbox to confirm the From address is correctly set.

   • Ensure received emails are visible and synchronized in the Inbox.

Method 3: Access Shared Mailbox Using Delegate Permissions

Sometimes, IT admins may assign delegate access instead of full access. Delegates can send and respond to emails on behalf of the shared mailbox without fully adding it as an account.

Steps to Set Up Delegate Access

1. File → Account Settings → Delegate Access

   • Click Add… and choose the shared mailbox or user.

2. Assign Permissions

   • Select the level of access: Reviewer, Author, or Editor.

   • Review permissions for Calendar, Tasks, and Inbox.

3. Access Shared Mailbox

   • The shared mailbox appears in Outlook automatically after permissions are applied.

   • You can send emails on behalf of the shared mailbox using the From dropdown menu.

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Common Issues and How to Fix Them

Even after following the above methods, users sometimes encounter problems. Here are common issues and fixes:

1. Shared Mailbox Not Showing in Outlook

   • Ensure you have Full Access permissions.

   • Restart Outlook and check your account settings.

   • Remove and re-add the account if necessary.

2. Cannot Send Email from Shared Mailbox

   • Verify Send As or Send on Behalf permissions with your IT admin.

   • Ensure the correct From address is selected when composing the email.

3. Emails Not Syncing Properly

   • Check your internet connection.

   • Make sure Cached Exchange Mode is enabled in Account Settings → More Settings → Advanced.

   • Clear Outlook cache if synchronization issues persist.

Tips for Efficient Shared Mailbox Management

1. Use Folders Strategically – Create subfolders to categorize incoming emails for different team members.

2. Set Rules and Alerts – Automate email sorting based on sender, subject, or keywords.

3. Use Shared Calendars – Schedule meetings and tasks collaboratively within the shared mailbox.

4. Regular Cleanup – Archive older emails to maintain mailbox performance.

5. Stay Updated – Ensure Outlook and Microsoft 365 updates are installed for optimal functionality.

Conclusion

Adding a shared mailbox as an additional account in Outlook Desktop is a straightforward process that can greatly improve team collaboration and communication efficiency. Whether using automatic addition, manual setup, or delegate access, Outlook provides flexible options for managing shared emails.

By following the steps in this guide and addressing common issues proactively, you can ensure seamless access and smooth operation of shared mailboxes, empowering your team to respond faster and stay organized.