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How to Open Another User's Mailbox in Outlook
Question details
The user wants to know the correct procedure to access and open another person's mailbox or a shared mailbox within their Outlook client.
- Product
- Microsoft Outlook
- Device & OS
- not provided
- Scenario
- A user needs to view emails and manage folders for a secondary mailbox after being granted authorization by the owner or an administrator.
- Observed behavior
- The user is looking for the specific interface steps to add the delegated or shared mailbox to their existing Outlook folder pane.
Ensure you have been granted explicit 'Full Access' or delegate permissions by the mailbox owner or your IT administrator, as you cannot add a mailbox without proper authorization.
Add a Delegated or Shared Mailbox to Your Outlook Profile
Use this method if you have Full Access permissions and need the secondary mailbox to appear continuously in your Outlook folder pane alongside your primary account.
Adding the mailbox to your Advanced settings ensures that it automatically loads every time you open Outlook, making it ideal for managing shared department emails or acting as a permanent delegate.
Click on 'File' in the top-left corner of the Outlook ribbon, select 'Info', and then click on the 'Account Settings' button followed by 'Account Settings' from the drop-down menu.
In the Email tab, select your primary Microsoft Exchange account and click on the 'Change' button above the list.
Click on 'More Settings' in the lower-right corner of the window, and then navigate to the 'Advanced' tab.
Under the Mailboxes section, click the 'Add' button. Type the name or email address of the shared mailbox or user, and click 'OK'.
Click 'Apply', then 'OK', and proceed to finish the setup. Restart Outlook to see the new mailbox appear at the bottom of your folder pane.
Open Another User's Folder Temporarily
Use this method if you only need to check a specific folder (like an Inbox or Calendar) occasionally and do not need it permanently attached to your profile.
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Frequently Asked Questions
Why can't I expand the folder of the added mailbox?
This error typically occurs if you have not been granted 'Folder Visible' or 'Full Access' permissions. Contact your IT administrator or the mailbox owner to ensure the correct Exchange permissions are applied to your account.
What should I do if I accidentally gain access to someone else's mailbox?
According to organizational security policies, you should not read, copy, or forward any messages. Immediately notify the mailbox owner and the IT administrator so the unauthorized permissions can be removed.
Can I send emails from the mailbox I just added?
Yes, but only if the administrator has explicitly granted you 'Send As' or 'Send on Behalf' permissions. Once granted, you can change the 'From' address in the composer window to send emails on behalf of the shared mailbox.
Will the mailbox owner know when I read their emails?
If you have Full Access and open an unread email, it will be marked as read for everyone, including the mailbox owner. To prevent confusion, you can manually right-click the message and select 'Mark as Unread' after viewing it.
