A shared mailbox may not appear in Outlook immediately after permissions are added. This can be caused by Outlook caching, permission delays, incorrect access rights or the mailbox not being added manually where auto-mapping is not active.
What to check first
- The user has Full Access permission to the shared mailbox.
- The user is signing in with their own mailbox, not the shared mailbox password.
- Outlook has been restarted.
- Enough time has passed for permissions to apply.
- The mailbox appears in Outlook Web App.
Outlook desktop delay
Outlook desktop can take time to show a newly added shared mailbox. Restarting Outlook or creating a new Outlook profile can sometimes help if the mailbox still does not appear.
Manual add option
If auto-mapping is not enabled, the shared mailbox may need to be added manually in Outlook account settings. This still uses the user’s own login and permissions.
Permission types matter
Full Access allows opening the mailbox. Send As allows sending as the shared address. Both may be needed depending on how the mailbox is used.
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