Adding an Email Account to Outlook: A Step-by-Step Guide for Office 365 Users

As an Office 365 user, you may need to add a shared email account to your Outlook profile. This can be done in two different ways, and it's essential to understand the differences between them before proceeding. In this article, we'll guide you through the process of adding a shared mailbox in Outlook, highlighting the advantages and disadvantages of each method.

Before we dive into the steps, let's clarify what a shared mailbox is. A shared mailbox is an email account that multiple users have access to, allowing them to view and manage emails together. This feature is commonly used for teams or departments within an organization.

Method 1: Adding a Shared Mailbox as a Delegate

The first method involves adding the shared mailbox as a delegate, which allows you to act on behalf of the shared mailbox. When you add a shared mailbox in this way, your sent and deleted emails will be stored in your personal sent and deleted mail folders instead of the shared mailbox's folders.

To add a shared mailbox as a delegate:

1. Click on 'More Settings' (see image below).

2. Double-click on your email account (see image below).

Once you've added the shared mailbox, you'll notice that the 'From' field will automatically default to the shared mailbox. You'll be able to read emails from the shared mailbox but will need to manually select it as the sending address whenever you want to send an email.

Method 2: Adding a Shared Mailbox for Viewing Purposes

The second method involves adding the shared mailbox solely for viewing purposes, without acting as the shared mailbox. When you add a shared mailbox in this way, your sent and deleted emails will be stored in the shared mailbox's folders instead of your personal folders.

To add a shared mailbox for viewing purposes:

1. Click on 'Account Settings' (see image below).

2. Select 'Account Settings' again (see image below).

By adding a shared mailbox in this way, you'll be able to view emails from the shared mailbox without having any impact on your personal email account.

Choosing the Right Method

Both methods have their advantages and disadvantages. The first method allows you to act as the shared mailbox, but it may cause confusion when managing sent and deleted emails. The second method provides a clear separation between your personal and shared email accounts, making it easier to manage emails.

In conclusion, adding an email account to Outlook can be done in two different ways. Understanding the differences between these methods will help you make an informed decision about how to proceed. Whether you need to act as a delegate or simply view emails from a shared mailbox, Office 365 provides the flexibility and features you need to manage your email accounts effectively.

By following these step-by-step instructions, you'll be able to add a shared mailbox to Outlook and start managing emails with ease. If you have any further questions or concerns, feel free to reach out to our support team for assistance.

Office 365 add email account to outlook