Create an Outlook for Windows Profile for a Shared Mailbox
Adding a shared inbox as a separate mail profile in Outlook is a good way to keep sent messages and received messages in their correct respective folders, rather than loading it up alongside your personal Outlook profile.
NOTE:
- These instructions assume you already have access to the shared email box that you wish to setup in Outlook for Windows.
- These instructions assume you already have your own personal Pomona College email account setup in Outlook for Windows (please click here if not).
- Please note: some icons may differ in coloration that the screenshots provided due to the varying version of Windows in use on campus; these steps remain the same for all versions of Windows.
The Setup
- Make sure Outlook is closed before proceeding.
- In the Windows search menu, type 'Control Panel'. Then, click on the 'Control Panel' option when it appears above.
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- Inside the Control Panel, you may need to change the view to see all the options available. If you only see 6 or so large icons, click the 'View by' button in the upper right of the window and change it from 'Category' to 'Large icons'.
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- Inside the list of icons, open 'Mail (Microsoft Outlook)'.
NOTE:
Which icon you have depends on your operating system version, but they're functionally the same.
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- In the 'Mail Setup' window, click 'Show Profiles'.
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- Click 'Add'.
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- Type the name you want to give the account profile. It is best to use the name of the mailbox being added.
Then, click 'OK'.
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- In the Auto Account Setup, click on the 'Manual setup or additional server types' option. Then, click 'Next >'.
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- Under the 'Microsoft 365' option, type in the email address of shared mailbox. Then, click 'Next >'.
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- In the 'Congratulations' window, check the 'Change account settings' option. Then, click 'Next >'.
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- In the 'Server Settings' window, check the 'User Cached Exchange Mode' option and change the 'Mail to keep offline' option to 'All'. Then, click 'Finish'.
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- Back at the profiles window, check the 'Prompt for a profile to be used'. Then, click 'Apply' and then 'OK'.
NOTE:
This will allow you to select an account profile to use when opening Outlook for Windows.
The next time you open Outlook for Windows, you will have a choice of profiles to use, including the newly added shared mailbox.
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