Add/View an Additional Email Account in Outlook 365 Desktop and Outlook Web App (OWA)

Departments, units and services are strongly encouraged to use an additional, shared email mailbox for office and role-related correspondence - instead of individual UWSP accounts or personal email accounts.

To access a shared mailbox you must first have permission from the mailbox manager, or "owner".  If you do not know who the owner of the mailbox is, see "How do I find a mailbox owner?" on our Email FAQs page.

If you are unsuccessful in identifying the shared mailbox owner, contact the Service Desk.  If the Service Desk is also unsuccessful, please ask them to submit a ticket for you to the Postmaster requesting assistance identifying the owner of the mailbox.

It is your responsibility to contact the mailbox owner to request access to a shared mailbox.

Microsoft supports opening shared email accounts in the desktop version of Outlook and the Outlook Web App (OWA).  The Android and iOS Outlook mobile apps currently do not support opening shared email accounts.  Mobile devices must use OWA in a mobile browser.

Add a Shared Email Mailbox Through Outlook 365 Desktop

  1. Log into your computer as yourself and start the Outlook Desktop app.

  2. Choose the File tab on the ribbon.

  3. Under Account Information click Add Account.

  4. In the window that opens, type the email address of the mailbox you want to add and click Connect.

  5. In the Sign in with your UWSP account box that opens, enter your own username and password, then click Sign In


The shared mailbox should now display at the right in Outlook below your mailbox.


Add a Shared Email Account Through OWA

  1. Log in to your mailbox using OWA.

  2. At the left, right-click your name in the folder list, and select Add shared folder...


  3. In the Add shared folder dialog box, type the email address or name of the mailbox and click Add.

  4. The mailbox appears in your OWA folder list.

Note: If you have only been provided access to specific folders in the other user’s mailbox, you will only see the folders for which you have been granted access.

If you no longer need the additional mailbox to display in your Outlook Web App, right-click the folder, and select Remove shared folder.


Send email from a shared mailbox in Outlook's Desktop app

  1. Select the name of the shared mailbox from the left.

  2. At the upper-left in Outlook, click New Email.

  3. The From line should contain the name of the selected shared mailbox.


Send email from a shared mailbox in OWA

To send email from a shared mailbox in OWA, the mailbox needs to be opened in another browser tab / window.  To do this,
  1. Click your account initials or image at the upper-right in OWA.

  2.  Select Open another mailbox...


  3. Enter the mailbox name to the box that opens. The additional mailbox opens in a new tab or window.

  4. Click New to create a new email.


  1. Click the More Actions ellipses and select Show From. This option shows you that the people who receive the email message will see that it comes from the shared mailbox and not from your own email account.
    Note: The first time you use a shared mailbox to send an email, you won't see the name of the shared mailbox account in the Show From drop-down. For your first-time use, delete your name (right-click and choose Remove), type the name of the shared mailbox in place of your name, and then send the message. In the future, the name of the shared mailbox will display in the drop-down next to Show From, and you can select it.
  2. To add recipients, type the name of anyone who is in your contacts folder or organization’s address list, or type the email address in the To or Cc box. The first time you enter a person’s name, Outlook Web App searches for that person’s address. In the future, the name is cached so it resolves quickly.
  3. Type a subject.
  4. Type the message you want to send.
  5. When your message is ready to go, click Send.

Open another person’s mailbox in a separate browser window in OWA

If you do not want to add the other person’s mailbox to your folder list in OWA, you can open the other person’s mailbox in a separate browser window.

  1. Log in to your mailbox using OWA.

  2. In the Navigation bar on the top of the OWA screen, click on your name. A drop-down list will appear. Click Open another mailbox.


  3. Type the email address of the other mailbox that you want to open, and click Open.


  4. The other person’s mailbox opens in a separate Outlook Web App browser window.

Note: If you have only been given access to specific folders in the other user’s mailbox, you will only see the folders for which you have been granted access. 


Questions?  Contact the Service Desk!