Outlook Shared Email Account/Calendar

Adding a Shared Email Account

New Outlook

1. In Outlook, select the Mail icon from the navigation pane.
2. Right-click your account name from your list of folders and select Add Shared folder or Mailbox.
3. Type the name of the mailbox you want to access (example its@bgsu.edu) in the Add shared folder or mailbox window.
4. Select Add.
5. From your list of folders, locate the Shared with me folder. Select the folder to expand it. The newly added shared inbox will be a subfolder under Shared with Me. When you select the name of the shared inbox it will expand to show the email folders.

Classic Outlook

1. In Outlook, select the File menu in the top left.
2. Select Account Settings.
3. Select Account Settings again.
4. Select the New button from the top of the list.
5. From the Outlook window that opens, type the Office Email Account’s email address in the blank box (example its@bgsu.edu).
6. Select Connect.
7. After loading for a moment, you will be prompted to login with your BGSU username and password.
   • You may need to authenticate via Duo Two Factor Authentication.
8. Select Sign In.
9. Once processed you will get a message stating, “Account successfully added. You need to restart Outlook for the changes to take effect".
10. Select Done.
11. Close Outlook.
12. Open Outlook.
13. The email account and calendar should now appear under your folders and calendars.

Adding a Shared Calendar

If you are opening ashared/office calendar, be sure you know the username for that calendar. If you are not sure of the username, please contact ITS. Access to the the office calendar is required. Access can be requested by an account owner using the Access Changes form

Please see the following Microsoft support article for instructions on adding a shared/office mailbox or calendar to Outlook:

Open and use a shared mailbox in Outlook

Follow the instructions below to open up a shared email account using Webmail. 

1. Sign into BGSU webmail.
2. Select your profile picture on the top right (may be your initials if picture not set).
3. Select Open another mailbox.
4. Enter the full email address of the account and select open.

1. Sign into BGSU webmail.
2. Select the calendar icon from the bottom left. 
3. Select add a calendar from the top left and scroll down to from directory.
4.  Enter the email address of the person whose calendar you wish to open and select their name.
5. Select the Open Button. 
6. The calendar will now be visible.

Follow these steps to grant read-only or read/write access to an Office calendar. 

1. Launch Webmail. 
2. Select your photo/silhouette, or the circle with your initials, in the top right-hand corner.
3. Select Open Another Mailbox.
4. Enter the name of the calendar.
5. Select the full calendar name when it appears.
6. Select Open.
7. Go to the calendar tab in the bottom left.
8. Right-click on Calendar under the section Your Calendars, and select Sharing Permissions.
9. Enter the email address of the individual you wish to grant access.
10. Select their name when it appears.
11. Select the correct detail level.
12. Select Share.

Please note: This option should only be used to grant read-only or read/write access to a Shared Office Account calendar (this will not work for personal BGSU email/account calendars). Changes in ownership to Shared Office Account calendars should be requested using this form.

Please contact Information Technology Services (ITS) to determine who the owner of a shared email/calendar account is. You will need to know the name of the shared account to determine this information.