Shared mailboxes allow multiple people to manage customer enquiries, team communications, and shared business email from a single inbox. After you've been granted access, you can add the shared mailbox to Outlook for Mac and start using it alongside your primary Microsoft 365 account.

1. Open Outlook for Mac

Launch Outlook for Mac and sign in with your Microsoft 365 work or school account.

2. Open Outlook Settings

From the menu bar, select Outlook > Settings. If you're using an older version of Outlook, this option may appear as Preferences.

3. Open Your Account Settings

In the Settings window, select Accounts to view your configured email accounts.

4. Select Your Microsoft 365 Account

Choose the Microsoft 365 account that has permission to access the shared mailbox.

5. Add the Shared Mailbox

Depending on your version of Outlook, look for one of the following options:

• Delegation and Sharing
• Shared With Me
• Open Shared Mailbox
• Add Shared Mailbox

Select the appropriate option, then click Add or the + button.

6. Enter the Shared Mailbox Address

Enter the shared mailbox email address (for example, support@company.com) and confirm.

7. Wait for Synchronization

Allow Outlook a few moments to synchronize. When the process is complete, the shared mailbox should appear in the folder list on the left.

8. Start Using the Shared Mailbox

You can now use the shared mailbox to:

• Read and manage emails
• Organize folders
• View shared calendars
• Send emails from the shared mailbox (if you have the appropriate permissions)

Shared Mailbox Does Not Appear

1. Restart Outlook for Mac.
2. Wait a few minutes for Microsoft 365 to finish synchronizing.
3. Confirm that your internet connection is stable.

Permission Error

1. Verify that you've been granted access to the shared mailbox.
2. Ask your Microsoft 365 administrator to confirm your mailbox permissions.

Unable to Send Emails from the Shared Mailbox

1. Create a new email message.
2. Select the From field and choose the shared mailbox address.
3. Confirm that you have Send As or Send on Behalf permissions.

Additional Troubleshooting

1. Select Help > Check for Updates and install any available Outlook updates.
2. Remove and re-add your Microsoft 365 account in Outlook to refresh mailbox settings.
3. Sign in to Outlook on the web to determine whether the issue is specific to the Outlook for Mac application.

If the issue continues after you've completed the troubleshooting steps above, contact your Microsoft 365 administrator or Swazzy Support. An administrator should verify that:

1. The correct permissions are assigned in the Microsoft 365 Admin Center.
2. The mailbox is configured correctly in the Exchange Admin Center.
3. Automapping is enabled, if applicable.
4. The mailbox and user account are active and properly licensed.

• You must be granted access before a shared mailbox can be added.
• Permission changes may take some time to synchronize across Microsoft 365 services.
• Menu names and available options may vary depending on your version of Outlook for Mac.
• Do not remove your primary Microsoft 365 account unless you have your sign-in credentials available.
• Always follow your organization's security and privacy policies when accessing shared mailboxes.

The shared mailbox should now be available in Outlook for Mac, allowing you to manage shared email, calendars, and folders from one location. If you continue to experience problems adding or accessing the mailbox, please contact Swazzy Support for further assistance.