Shared Mailbox and Calendar - adding to Mac Outlook 365

Overview

These are instructions for how to access shared Exchange mailboxes and calendars from Outlook 365 installed on a Mac.  Mac Outlook 365 version 16 is an unusual animal in that it is actually two different programs, and not all settings are shared between them.  Only one version can be run at a time. 

For each, there are two ways to add shared mailboxes and calendars.  One way gives access to the item, the other way gives access and also allows the user to "send as" the shared account. 

Instructions here are for both ways and both versions.

Procedures

Check to see if you are in New Outlook view or not. 

1. Open Outlook
2. Click on Outlook in menu bar.
3. Checkmark next to New Outlook indicates it is on.
4. Skip to Old Outlook or New Outlook section below to continue.

Old Outlook

Add Calendar Only:

1. 1. Click File - Open - Other User's Folder
   2. Type in the name of the shared account to search the directory
   3. Select "Calendar" from the Folder Type pulldown.
   4. The calendar will now appear in the calendar tab under the user's Exchange account.
   5. To remove, right click the calendar and select "remove".

Add Mailbox only:

1. 1. This is not possible

Add Calendar and Mailbox and "send as" capabilities:

1. 1. In the Outlook menu, Click on Tools - Accounts
   2. 3. Click on [+] on bottom left of the left column - click New Account
   3. Enter email address of the shared mailbox - click Continue
   4. At the Enter password screen click on Sign in with another account
   5. At Sign in screen enter YOUR RPI email address
   6. Click Next
   7. Enter YOUR RCS password - click Sign in
   8. Process Duo authentication
   9. Click Done
   10. Close Accounts screen
   11. To remove, right click the shared account name and select "Remove Shared Account"

New Outlook:

Add Calendar Only:

1. 1. Click File - Open - Shared Calendar and type the name of the calendar to search the directory.
   2. Select the target calendar from the list that populates, and click "Open"
   3. The calendar should appear under the "People's Calendars" section along with others you may have previously added
   4. To remove, right click the calendar and select "remove".

Add Mailbox only:

1. 1. Click File - Open - Shared Mailbox and type the name of the calendar to search the directory.
   2. Select the target mailbox from the list that populates, and click "Open"
   3. The mailbox should appear as a new account in the Mail area.
   4. To remove, right click the mailbox and select "Remove Shared Account".

Add Calendar and Mailbox and "send as" capabilities:

1. 1. In the Outlook menu, Click on Tools - Accounts
   2. Click on [+] on bottom left of the left column - click "Open a shared Mailbox"
   3. Enter email address of the shared mailbox - click Add
   4. Close Accounts screen
   5. To remove, right click the mailbox and select "Remove Shared Account".

References/Links

None at this time.

Last Reviewed:   21-Jun-2023