Outlook - How to add a resource account's mailbox to Outlook when you are not an Owner


Introduction

This articles applies to users that are not Owners of a shared resource account's mailbox but have been assigned permissions to one.

  1. HITS assigns ownership to shared resource accounts through this catalog item request.
  2. Owners assign delegated permissions to other users using these instructions.  

For the purpose of this article those users that have been delegated permissions are referred to as recipients.  Recipients are the target audience of this article.

Once an Owner has applied delegated permissions to the shared resource account's mailbox and appropriate folders, the recipient of those permissions should follow the instructions below to add the mailbox to their Outlook client.  Owners do not need to follow these instructions since the mailbox should automatically appear in the left-hand pane of their Outlook client.

NOTE:  The more shared resource account mailboxes, folders or calendars loaded in Outlook, the slower Outlook will run.  Microsoft reports that if the mailboxes/calendars have a lot of information in them (along with other variables such as computer performance), users likely will only be able to open five shared accounts.  Please consider limiting the number of shared accounts* you use. You can unload them (the reverse of the instructions below) or ask to no longer be a co-owner.

* Shared Accounts:

  1. Ones where you are a co-owner.
  2. Ones where you have been delegated access to the mailbox (a person's or a resource account's).
  3. Ones where you've been given access to a shared calendar, just folders, etc.  

Instructions

 You may get a notification that changes made will not take effect until Outlook is closed and reopened.  Accept the warning and continue.

Microsoft provides similar documentation here along with information on how to send as the account and using its calendar and contacts.

  1. Click the File tab on the top ribbon of Outlook.


  2. Click Account Settings > Account Settings...


  3. Click Change...


  4. Click More Settings.


  5. Click Advanced.


  6. Click Add...


  7. In the space provided, enter the exact name of the resource account mailbox, then click OK.


  8. Click Apply > OK.


  9. Click Next.


  10. Click Done.


  11. Restart Outlook.

  12. The list of accounts in the Folder Pane in Outlook will now show the resource mailbox.