Add/View an Additional Email Account in Outlook 2016 and Outlook Web App (OWA)

Microsoft supports opening shared email accounts in the desktop version of Outlook and OWA. Users that need to access shared email accounts on their mobile devices will need to use OWA in a mobile browser because the Android and iOS versions of Outlook do not currently support opening shared email accounts.
Tip: If you need to use a shared email account in OWA on a mobile device, setup the shared email account in OWA on a Windows of Mac PC with the instructions below. When you open OWA on a mobile device, your shared email acocunt will be ready for your use because these setting are stored "in the cloud."
Please keep in mind that to add an additional email account to your email folder list, you must first have permission to access the mailbox you are adding. If you do not have the appropriate permission, contact the Postmaster or the manager of the mailbox.

Add Shared Email Accounts Through OWA

Add another person’s mailbox to your folder list in OWA

  1. Log in to your mailbox using OWA.
  2. Right-click your name in the folder list, and click Add shared folder.
  3. In the Add shared folder dialog box, type the name of the mailbox and click Add.
  4. The mailbox appears in your OWA folder list.
Note: If you have only been provided access to specific folders in the other user’s mailbox, you will only see the folders for which you have been granted access.
Tip: If you decide that you no longer want to see the other person’s mailbox every time you open Outlook Web App, right-click the folder, and click Remove shared folder.

Send email from the shared mailbox in OWA

  1. Click New mail above the folder list. A new message form opens in the reading pane.
  2. Click More and then select Show From. This option shows you that the people who receive the email message will see that it comes from the shared mailbox and not from your own email account.
    Note: The first time you use a shared mailbox to send an email, you won't see the name of the shared mailbox account in the Show From drop-down. For your first-time use, delete your name (right-click and choose Remove), type the name of the shared mailbox in place of your name, and then send the message. In the future, the name of the shared mailbox will display in the drop-down next to Show From, and you can select it.
  3. To add recipients, type the name of anyone who is in your contacts folder or organization’s address list, or type the email address in the To or Cc box. The first time you enter a person’s name, Outlook Web App searches for that person’s address. In the future, the name is cached so it resolves quickly.
  4. Type a subject.
  5. Type the message you want to send.
  6. When your message is ready to go, click Send.

Open another person’s mailbox in a separate browser window in OWA

If you do not want to add the other person’s mailbox to your folder list in OWA, you can open the other person’s mailbox in a separate browser window.
  1. Log in to your mailbox using OWA.
  2. In the Navigation bar on the top of the OWA screen, click on your name. A drop-down list will appear. Click Open another mailbox.
  3. Type the email address of the other mailbox that you want to open, and click Open.
  4. The other person’s mailbox opens in a separate Outlook Web App browser window.
Note: If you have only been provided access to specific folders in the other user’s mailbox, you will only see the folders for which you have been granted access. 

Add Shared Email Accounts Through Outlook 2016

  1. Log into your computer as yourself and start Outlook 2016.
  2. Choose the File tab in the ribbon.
  3. In the Info menu choose the Add Account button just under your name.
  4. In the Add New Account window type the name of the mailbox you want to add, the email address for the mailbox you want to add and click the Next button. Note: Leave the password fields blank.
  5. After Outlook has configured the new mailbox, click the Change Account Settings box and click Next.
  6. Click Finish. A popup message "You must restart Outlook for these changes to take effect" is displayed. Click OK.
  7. Restart Outlook and the additional mailbox will be displayed in the left-hand folder pane.