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Method 1: Using Outlook Options
- Open Outlook and click on File in the top-left corner
- Select Account Settings > Delegate Access
- Click Add to select the person you want to delegate to
- In the Add Users dialog, search for and select the delegate's name
- Click Add > OK
- In the Delegate Permissions dialog:
- Set permissions for each folder (Inbox, Calendar, Tasks, etc.)
- Common permission levels: Reviewer (read-only), Author (read/create), Editor (read/create/edit/delete)
- Check Delegate can see my private items if appropriate
- Click OK to save
Method 2: Direct Folder Permissions
- Right-click on the mailbox or specific folder you want to share
- Select Properties > Permissions tab
- Click Add to select the delegate
- Set the permission level from the dropdown (None, Owner, Publishing Editor, Editor, etc.)
- Click Apply > OK
- Log in to Outlook Web App (office.com)
- Right-click on your mailbox name in the folder list
- Select Permissions
- Click Add and search for the person you want to delegate to
- Select their name and click Add
- Set the permission level (Read, Write, Delete, etc.)
- Click OK to save
- Log in to Microsoft 365 Admin Center
- Go to Users > Active users
- Select the user whose mailbox needs delegation
- Click Mail tab > Mailbox permissions
- Under Read and manage, click Edit
- Add delegates and set permissions
- Click Save
Troubleshooting Shared Outlook Mailbox Access Issues
If you're having problems accessing a delegated or shared mailbox in Outlook, follow these troubleshooting steps to resolve common issues.
1. Verify Permissions Were Correctly Granted
Before troubleshooting, ensure that:
✅ The mailbox owner or admin has granted you the correct permissions.
✅ The permissions have had time to propagate (may take up to 60 minutes).
How to Check (Outlook Desktop):
- Go to File > Account Settings > Delegate Access
- Verify the delegate (you) is listed with the correct permissions.
How to Check (Outlook Web - OWA):
- Right-click the shared mailbox > Permissions > Confirm your access level.
How to Check (Admin Center - Office 365):
- Admin goes to Microsoft 365 Admin Center > Users > Select the mailbox > Mail > Mailbox permissions
2. Add the Shared Mailbox Manually (If Missing)
If the shared mailbox doesn’t appear automatically:
Outlook Desktop (Windows)
- Go to File > Account Settings > Account Settings
- Select your email > Change > More Settings > Advanced
- Click Add and enter the shared mailbox name (e.g., sharedmailbox@montgomerycollege.edu)
- Click OK > Next > Finish > Restart Outlook
Outlook for Mac
- Go to Tools > Accounts
- Select your account > Advanced > Delegates
- Click + to add the shared mailbox
Outlook Web (OWA)
- Open Outlook Web (outlook.office.com)
- Right-click Folders > Add shared folder
- Enter the shared mailbox name > Add
3. Check for Cached Mode Issues (Outlook Desktop)
If the mailbox appears but doesn’t load:
- Go to File > Account Settings > Account Settings
- Select your account > Change
- Un-check Download Shared Folders (if enabled) > Restart Outlook
- Re-enable it if needed.