How to See Who has Access to a Shared Mailbox in outlook: Step-by-Step Guide

Are you wondering how to see who has access to a shared mailbox in Outlook? You have arrived at the right place! This article will show you how to check access permissions for shared mailboxes. Let’s start!

When working with shared mailboxes in Outlook, knowing who can access them is essential. To ensure security and privacy, Outlook offers an easy way to check permissions.

Definition and Purpose of Shared Mailboxes

Shared mailboxes in Outlook enable multiple users to manage one mailbox, bettering collaboration and workflow efficiency. This feature is great for groups that need to work together on projects or departments. Rather than having individual mailboxes, team members can access the shared one and send, reply, and view emails on behalf of the group.

Let’s take a closer look at shared mailboxes through an example:

Accessible by multiple usersUsers in the same group or team can access the shared mailbox
Collaboration supportTeam members can share tasks, calendars, and email correspondence
Enhanced organization and productivity displayEmails are stored and categorized in the shared mailbox for easy retrieval.

It’s essential to note that each user may have different permission levels in the shared mailbox. Some may have full control with privileges such as creating folders or deleting emails, while others may have read-only access. These permission levels guarantee data security and enhance confidentiality.

How to See Who Has Access to a Shared Mailbox in Outlook

  • Open Outlook and go to the “File” tab.
  • Then select “Account Settings” and “Manage Profiles.”
  • Click on “Email Accounts” and pick the relevant account.
  • In the account settings window, click on “More Settings” and go to the “Advanced” tab.
  • Click on “Mailboxes” and pick the shared mailbox.
  • Click “Permissions” at the bottom right corner of the window. A dialog box appears with all the users and groups who have permission to access the mailbox. Check their names or group names, permission levels (such as Full Access or Send As), and whether they have delegate access.

Now that you know how to check shared mailbox permissions in Outlook, do it regularly. Review user privileges and update them based on organizational needs and staff changes. This will maintain data integrity and security.

Benefits of Using Shared Mailboxes

Shared mailboxes in Outlook have numerous advantages. They provide a central platform for communication, enhancing workflows and productivity. Three key benefits are:

  1. Increased transparency: Team members can access and view emails, promoting better coordination and ensuring nothing is missed.
  2. Streamlined organization: Emails can be sorted and tagged, creating a structured repository for quick retrieval of relevant info.
  3. Efficient delegation: Assign ownership of emails to those responsible for handling them, streamlining the workflow.

Accessing Shared Mailboxes in Outlook

To access shared mailboxes in Outlook and view who has access, use two methods: Adding the Shared Mailbox to Outlook and Opening the Shared Mailbox from the Outlook Web App. These solutions will allow you to manage and track shared mailbox access without any hassle conveniently.

Method 1: Adding the Shared Mailbox to Outlook

To access a shared mailbox in Outlook, follow these steps:

  1. Check permissions.
  2. Open Outlook and go to the File tab.
  3. Input the email address of the mailbox.
  4. Follow the prompts and wait for sync.

If you have proper read access to the particular shared mailbox, you can successfully add, open, and read emails. Otherwise, you will get an access denied error.

Method 2: Opening the Shared Mailbox from the Outlook Web App

You can use your Outlook Web App to open a shared mailbox with the correct permission. 

  1. Log into your Outlook Web App account.
  2. Click your profile picture or initials in the top-right corner to open a dropdown menu.
  3. Select “Open another mailbox” from the dropdown, and enter the shared mailbox email address.

Managing Shared Mailbox Access

To efficiently manage shared mailbox access in Outlook, utilize the section “Managing Shared Mailbox Access” with the sub-sections “Granting Access to Users” and “Changing or Revoking Access Permissions.” These solutions will assist you in effectively controlling and monitoring the individuals who have access to a shared mailbox, ensuring smooth collaboration and data integrity.

Granting Access to Users

To give users access to a shared mailbox, follow these steps:

  1. Open the Microsoft 365 admin center.
  2. Go to the Exchange admin center.
  3. Choose ‘permissions’ and then ‘admin roles’.
  4. Pick the role group you want and click ‘edit’.
  5. Search by names or email addresses to add users you want to grant access to.
  6. Hit ‘save’ to keep your changes.

Remember, granting access to users lets them easily collaborate and manage emails in the shared mailbox. Don’t miss out on the chance to boost teamwork and simplify communication by giving access to users. Take action now and empower your team with powerful mailbox management capabilities!

Changing or Revoking Access Permissions

Want to change or take away a shared mailbox’s access permissions? Here’s how:

  1. Log into your mailbox management portal.
  2. Choose the shared mailbox from the list.
  3. Tap on the “Access Permissions” tab.
  4. Identify the user whose access you want to alter.
  5. Pick the right choice: either change their access level or revoke their access completely.
  6. Save the changes and exit the management portal.

Troubleshooting Common Issues with Shared Mailbox Access

To troubleshoot common issues with shared mailbox access in Outlook, discover a solution for problems like being unable to add the shared mailbox to Outlook or encountering error messages while opening it. This section will address these sub-sections and provide insights to help you overcome these challenges effectively.

Unable to Add the Shared Mailbox to Outlook

Having difficulty adding a shared mailbox to Outlook? Follow these 4 easy steps for a seamless solution:

  1. Verify your permissions. Ask the admin if you need help.
  2. Clear the Outlook cache. This helps with any conflicts.
  3. Double-check the configuration settings. Make sure there are no mistakes.
  4. Repair the Outlook installation. This might fix any issues.

Also, here are some extra tips:

  • Use Autodiscover for easy mailbox setup.
  • Update Outlook for bug fixes and improvements.
  • Get tech support if needed.

By keeping these points in mind, you can add a shared mailbox to Outlook without any hassle. Remember, the right permissions, configurations, and updates are key for a successful experience.

Error Messages or Issues Opening the Shared Mailbox

Having trouble accessing a shared mailbox? It can be annoying and slow you down. But there are solutions!

First, make sure you enter the right password and username. If it still doesn’t work, get help from your system administrator.

Maybe it’s a network problem. Check if you have a secure internet connection and try again. Ask your IT team if there are network outages or server issues.

The issue can also be due to access restrictions set by the mailbox owner or administrator. Ask them for permission to open it and follow any steps they give you.


  1. Clear cache and cookies. Old data in your browser can mess with shared mailboxes. Get rid of it and refresh your browser’s memory.
  2. Try a different browser. Some browsers may have compatibility issues.
  3. Disable browser extensions. These can conflict with or slow down shared mailbox access.

That way, you can access shared mailboxes without error messages. Talk to your IT department if you keep having problems.


In brief, it’s significant to recognize who has access to a shared mailbox in Outlook. Taking some easy steps lets you figure out who has permissions and take suitable actions to manage it properly.

Also, it is important to check the access permissions of your shared mailbox continually. This verifies that only approved people have access, reducing the danger of security breaches and improper use. Recurring audits help preserve control over your shared mailbox and ensure a safer working atmosphere.

Use Outlook’s built-in features, such as the “Permissions” tab to monitor who has access. This allows you to view and modify permissions for users or groups. By assessing this information regularly, you can make sure that only appropriate people have access to the shared mailbox, bettering productivity and safeguarding confidential data.

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