How do I access a delegate Outlook mailbox?

Overview

Delegate or shared mailboxes can be opened using the web version of Outlook, or added into the desktop version. This allows you to send and view emails from this mailbox. 

Before you begin...

Be sure you have been granted delegate access to the mailbox you wish to add. If you have not yet requested delegate access, you will need to submit a request.

Instructions

Outlook Web Application (Browser)

Open the shared mailbox in a separate browser tab or window:

  1. Navigate to email.msudenver.edu and sign in to your email.
  2. Click on your user icon at the top-right of the screen. This will be a circle icon with your initials or your picture.
  3. Click on Open another mailbox.

    An Outlook profile thumbnail with the "Open another mailbox" option highlighted in red.
     
  4. Type the address of the mailbox you would like to open in the mailbox field, then click Open.

    An image of a shared email address being added to in the "Open another mailbox" menu.
     

Add the shared mailbox so it displays under your primary mailbox:

  1. Navigate to email.msudenver.edu and sign in to your email.
  2. Right-click Folders in the left navigation pane, and then choose Add shared folder or mailbox. 

    An image of the "Add shared folder or mailbox" option selected in an Outlook web browser inbox.

    Note: For Exchange on-premises mailboxes, right-click the name of your primary mailbox (such as Molly Dempsey) in the left navigation pane, and then choose Add shared folder or mailbox.
     
  3. In the Add shared folder dialog box, type the name of the shared mailbox you are a member of,  and then click Add.

    A shared email address being added through the "Add shared folder or mailbox" dialog box.
     

Outlook Desktop Application (Windows)

After you've been added as a member of a shared mailbox, close and then restart Outlook.

The shared mailbox should automatically appear in your Folder pane in Outlook:

Shared folders in Classic Outlook navigation pane

If the shared mailbox isn't showing:

  1. Open the Outlook Desktop Application and make sure you are signed in.
  2. Click the File tab in the top left-hand corner of Outlook.

    The "File" tab highlighted in red.
     
  3. Click Account Settings, then click the first option, Account Settings....

    The "Account Information" menu with the "Account Settings" dropdown menu and option highlighted in red.
     
  4. In the window that opens, double-click your email address.

    The "Account Settings" menu on the "email" tab. The demo email is highlighted in red.
     
  5. Click More Settings.

    The "Exchange Account Settings" menu with the "More Settings" option in the bottom-left corner highlighted in red.
     
  6. In the window that opens, click the Advanced tab
  7. Click Add...

    Microsoft Exchange advanced settings on the "advanced" tab. Both "Advanced" and "Add" are highlighted in red.
     
  8. Type the email address of the email box you want to open in the Add mailbox field.
  9. Click OK.

    A demonstration email being added to Outlook in the "Add Mailbox" menu.
     
  10. Click Apply.
  11. Click OK.

    The Microsoft Exchange "advanced settings" menu with the demo email successfully added.
     
  12. Restart Outlook.

Outlook Desktop Application (Mac OS)

  1. Open the Mac Outlook Application and make sure you are signed in.
  2. Click Tools in the top left ribbon of the Outlook Mac Client.

    The Outlook menu bar on MacOS with the "Tools" option highlighted in red.
     
  3. In the Tools drop down menu, click Accounts...

    The "Tools" menu dropdown with the "Accounts" option highlighted in red.
     
  4. In the Accounts... tab, click Delegation and Sharing.

    The accounts Outlook menu with the "Delegation and Sharing" button highlighted in red.
     
  5. In the Delegation and Sharing tab, click Shared With Me.
  6. Click the plus sign.

    The Delegation and Sharing menu set to the "Shared With Me" tab. The "Plus" is highlighted on the bottom-right of the menu.
     
  7. Search for the name of the mailbox you want to add and click your typed mailbox.
  8. Click Add.

    A demo email being added to the shared mailboxes.
     
  9. Click Done.

    The Delegation and Sharing menu showing the successfully added demo email in the "Shared With Me" tab.
     

Outlook Mobile App (iOS and Android)

  1. Download the Microsoft Outlook app for your iOS or Android device.

    The app icon for Microsoft Outlook
     
  2. Sign into your primary MSU Denver email account.

    The sign-in screen for the Outlook app.
     
  3. Tap your profile thumbnail to bring up the navigation menu. Then tap the "Add Email Account" icon directly under your profile picture.

    The Outlook app home screen with the profile pic in the top-left highlighted by a red circle

    The mailbox navigation pane with the "Add Mailbox" icon on the left highlighted by a red circle
     
  4. Tap "Add Shared Mailbox".

    The "Add Mailbox" menu with the "Add Shared Mailbox" option highlighted in red near the bottom of the screen
     
  5. Type in the email address of the shared email you're a member of, then tap "Add Shared Mailbox".

    An example email typed into the "Add Shared Mailbox" menu with the "Add Shared Mailbox" button highlighted in red

Result

Outlook Web Application (Browser)

If added/opened as a separate mailbox: The delegate mailbox will open in a new tab or window in your browser.

If added as a folder in your primary mailbox: The shared mailbox will now display in your Folder list in Outlook on the web. You can expand or collapse the shared mailbox folders as you can with your primary mailbox.

You also can remove the shared mailbox from your Folder list. To remove it, right-click the shared mailbox, and then click Remove shared folder.

Outlook Desktop Application (Windows)

The delegate mailbox should appear under your own mailbox in your list of folders on the left-hand side of Outlook.

Outlook Desktop Application (Mac OS)

The delegate mailbox will show up under your main mailbox folder on the left-hand side of the Outlook Mac Application.

Outlook Mobile App (iOS and Android)

The delegate mailbox will show up in your navigation pane when you tap your profile picture.

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