Accessing Shared Mailboxes and Calendars on MacOS

New Outlook for Mac

Opening a Shared Calendar

1. On the File menu, select Open, then choose Other User's Folder.  

2. In the Folder Type list, choose Inbox, Calendar, or Address Book.  

   Note: In the new Outlook for Mac, only Calendar is available.  

3. In the search box, type the name of the person who granted you access. Select their name, then choose Open.  

   The shared calendar will appear under Shared Calendars.

Notes:  

1. If prompted with a message about autodiscover-s.outlook.com, select “Always use my response for this server,” then choose Allow.  
2. Outlook for Mac only supports Full Access permissions for shared mailboxes. Other permission levels may work inconsistently.  
3. New items created while a shared folder is selected will be saved in that shared folder.  
4. To remove a shared folder, hold Control, select the folder, then choose Remove Shared Account.
   

Opening a Shared or Delegated Mailbox

Use this option if you are a delegate or have multiple folder permissions within a shared mailbox.

1. Go to the Tools menu, choose Accounts, then select the account with mailbox access.  

2. Select Delegation and Sharing.  

3. Choose the Shared With Me tab.  

4. Select the + icon to add a shared or delegated mailbox.  

   Note: If you only have permissions to specific folders and not the top-level mailbox, only the default folders you have access to will appear.  

5. You can also select File > Open > Shared Mailbox to access it.

Legacy Outlook for Mac

When You Are a Delegate

1. On the Tools menu, go to Accounts > Advanced > Delegates.  

2. Add the mailbox under “Open these additional mailboxes.”  

   Note: If you do not have permissions to the top-level mailbox, custom folders will not appear.

When You Have Full Access Permissions

1. On the Tools menu, choose Accounts.  

2. Select the plus sign to add another Exchange account.  

3. Enter the email address of the shared mailbox.  

4. Under Authentication, enter your own credentials.  

   Note: Enabling “Sync shared mailbox” allows automatic synchronization without using Send/Receive.

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