Add a New or Shared Mailbox to Outlook (macOS)

It is recommended for the best view of the shared mailboxes to switch back to Legacy Outlook before adding shared mailboxes or changing permissions.

Outlook 16.58 or newer

1. Open Outlook for Mac.
2. On the menu bar, select Help > Revert to Legacy Outlook.

Outlook 16.57 or older

1. Open Outlook for Mac.
2. Turn the New Outlook toggle in the top right OFF.

Use this for Group, Shared, or Generic mailboxes after your Shared Mailbox Request is approved.

1. Open Outlook for Mac. Confirm “New Outlook” is off.


2. Select Tools > Accounts.


3. Click the (+) Add Account button, then choose New Account.


4. Enter the shared mailbox email address and select Continue.


5. When prompted for a password:
   • If the mailbox does not have its own password, select Sign in with another account, then sign in with your TRU email and password.
   • Complete the Microsoft Authenticator MFA if prompted.
   • If the mailbox has its own password, sign in with the shared password 
6. Select Done, close the Accounts window.


7. If the mailbox does not appear, quit Outlook and reopen it.

Grant permissions to another user for specific folders in your mailbox.

1. Open Outlook for Mac. Confirm “New Outlook” is off.


2. In the folder list, Control-click your mailbox name and select Sharing Permissions.


3. Click Add User, search by name or email, then select Add.


4. Select the user and choose a Permission Level (for example, Reviewer or Editor). You can customize Read, Write, and Delete options.


5. Click OK to save.
6. Apply permissions to required subfolders:
   • Inbox: ensure Folder Visible is selected.
   • Deleted Items: ensure Folder Visible and Create Items are selected.

The mailbox owner must complete Step 1 before you proceed.

1. Open Outlook for Mac. Confirm “New Outlook” is off.


2. Select Tools > Accounts.


3. Select your @tru.ca account and choose Advanced.


4. Open the Delegates tab.


5. Under Open these additional mailboxes, select the (+) plus icon.


6. Search for the shared mailbox email address or the owner’s name, select it, then choose Add.
7. Confirm it appears in the list and select OK.
8. Close the Accounts window, then quit and reopen Outlook.