How to add an additional or shared mailbox to Outlook 2003 and 2010

In this article, I have framed some easy and simple steps to add shared or additional mailbox to the users who have been granted access to view it in Outlook for 2003 and 2010 versions.


Additional or shared mailbox is the mailbox shared by the number of users at a time. Especially in companies where a team or a department in which a number of employees operate together to achieve a single goal. In this situation, it becomes necessary for all the members of the team to have an effective communication. This mailbox helps in adding a number of members to it who can access it collectively. However, the owner of the mailbox can be one or two based on the level of access required as per their role or designation. These owners give permissions to their sub ordinates or team members or direct reporters or any other party requiring to access it. Once the permission is granted, all the members who have granted access will have to map or add the shared or additional mailbox to their outlook.

In this article, I have given the most simple and easy steps to add or map the shared or additional mailbox to their outlook in both 2003 and 2010 versions.

This is a very common problem faced very often by professionals at Help Desk departments. This information would not only help the users but also would be useful for the technical support engineers who help their clients in such matters.

Also read: How to fix the issue if Outlook calendar and task reminders do not appear in Outlook 2003 and 2010

This article would also help the employees working in Technical Helpdesk department to help users when they don't get the proper troubleshooting steps while the user is on call. I am trying my best to make their job easy. Please find steps defined below and the best practices practiced by the top professionals in MNCs. I have given the steps for two versions 2003 and 2010. This would also help the ones preparing for interview as I have tried to make it look very simple and effective.

Outlook 2010:

Step 1 - Open Outlook 2010.

Step 2 - Click on the File menu.

Step 3 - Under the Info header, click on the Account Settings button and then on the Account Settings tab.

Step 4 - Click on the Change Icon .

Step 5 - Click the 'More Settings' option.

Step 6 - Click on the Advanced tab and then click on Add.

Step 7 - Enter the email address of the delegated mailbox in the Add mailbox field and click OK.

Step 8 - Click on Apply and then on OK. Outlook will now be busy accessing the other mailbox's' data, so this may take a while.

Step 9 - Go back on the Change Account window, click on Next and then on Finish.

Step 10 - Close the Account Settings window. You should now see both mailboxes in your Outlook profile.

Outlook 2003:

Step 1 - Open Outlook 2003

Step 2 - In the Tools menu, click E-Mail Accounts

Step 3 - Click View or change existing e-mail accounts, and then click Next.

Step 4 - Ensure that Microsoft Exchange Server is selected and click on Change.

Step 5 - Click on More Settings

Step 6 - Select the Advanced tab and then click on Add

Step 7 - Enter the name of the additional mailbox into the Add mailbox field and click on OK. The additional mailbox has now been added

Step 8 - Click on OK

Step 9 - Click on Next

Step 10 - Click on Finish.

The additional mailbox has now been added to the Navigation Pane


Technical support engineers can use these simple steps to fix the issue and save FCR and contribute their best experience to the customers in no time without having to forward the ticket to higher support levels. Common users can fix their issues all by themselves by following these steps without calling the Help Desk and wait in the queue for the response of the Support Engineers.

In short, practising these simple steps to fix the issues in outlook would add a lot of value to the organization by saving the man power efforts which in turn would help the company to save revenue.


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