Manage shared mailbox settings in new Outlook

If someone in your organization is sharing a mailbox with you, you might want the ability to manage the settings (such as Categories, Notifications, Rules, and Automatic Replies) for that mailbox. You can do this in new Outlook by adding the mailbox as an account.

Note: Adding a mailbox as an account may not be available in your version of new Outlook at this time.

To add a shared mailbox as an account, you must have Full Access permission granted by your organization's IT admin. If you're an admin, learn more about this at Manage permissions for recipients.

Shared with me settings page

Add a shared mailbox as an account in new Outlook

In new Outlook, select Settings > Accounts > Shared with me. From the Shared with me pane, you can see the name of the folder and the person who shared it with you.

Auto-mapped mailboxes

If the shared shared mailbox was auto-added (automapped) by your IT admin, you'll see the mailbox on the Shared with me page. Select the mailbox to expand it.
To add the mailbox as an account, select Promote. This automatically adds the mailbox as an account. If the Mailbox wasn't auto-added, but you previously added the mailbox to Outlook, follow the same steps as above to Promote it to a full account:

Shared mailbox page with expanded card showing promote button

Non auto-added mailboxes

If the Mailbox wasn't auto-added and you didn't already add it to Outlook, select + Add on the Shared with me page and follow the prompts. New Outlook automatically adds the mailbox as an account as long as you have the necessary permissions:

Add a shared mailbox page

Confirm that the Shared Mailbox is added as an account

Shared mailboxes that are correctly added as accounts will show on the Your accounts page like other user accounts. If the Shared mailbox does not appear on the Your accounts Settings page, you may need to go back to a previous step, or check the permissions you have on the shared mailbox.

Image showing how the shared mailbox shows on the Your accounts page

Reduce your permission on a shared mailbox

If you do not want to use the shared mailbox as a full account, you can change it back to a shared folder. To change a shared mailbox that was added as an Account into a shared folder, select More icon More on the Shared mailbox you want to change, and the select Use as shared folder:

Use as shared folder button

Manage settings for the shared mailbox

When a shared mailbox is added as an account, it appears in the Account selector for each of the settings that are supported for shared mailboxes such as Categories, Notifications, Rules, and Automatic Replies.

Category Management page showing shared mailbox in account selector

Known gaps for Shared Mailboxes as Accounts

Known gaps	Status
Apply Signatures on a shared mailboxes as accounts	Coming soon
Searching for Calendar events within a shared mailbox. (Note: Searching for emails works as expected)	Coming soon
Shared mailboxes support in People	Backlog
Ability to share Contacts	Backlog
Notes folder for Shared mailboxes	Backlog
Tasks for shared mailboxes	Backlog
Add-ins for shared mailboxes	Coming soon for Shared mailbox supported add-ins
Archive folder for shared mailboxes	Coming soon

Manage shared mailbox settings in new Outlook

Add a shared mailbox as an account in new Outlook

Auto-mapped mailboxes

Non auto-added mailboxes

Confirm that the Shared Mailbox is added as an account

Reduce your permission on a shared mailbox

Manage settings for the shared mailbox

Known gaps for Shared Mailboxes as Accounts

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