How can users access a shared mailbox in Outlook Web or Mobile and add shared events

Admin Tips and Shortcuts
1

If a user already has permissions to the shared mailbox (or if the calendar is open to the organization), they don’t need to add the whole mailbox to their folder pane—they can open just the calendar view.

In Outlook Desktop (Windows / Mac)

  1. Open Outlook and switch to the Calendar view (calendar icon on the left/bottom).

  2. In the top ribbon, click Add Calendar (or Open Calendar) > From Address Book… (or From Hierarchy…).

  3. Search for the shared mailbox name or email address.

  4. Double-click the mailbox name and click OK.

  5. The shared calendar will appear under Shared Calendars in your calendar list. You can check or uncheck the box next to it to show or hide it alongside your main calendar.

In Outlook on the Web (OWA)

  1. Open outlook.office.com and click the Calendar icon on the left.

  2. In the left navigation pane, click Add calendar.

  3. Select Add from directory from the left menu.

  4. Select your primary account, then type the name or email address of the shared mailbox in the search box.

  5. Select a category/group (e.g., People’s calendars or Other calendars) and click Add.

Method 2: Share and Assign Specific Calendar Permissions

If you want specific users to have access only to the calendar (without giving them read/send access to the mailbox’s email messages):

  1. Open the shared mailbox in a web browser:

    • Go to outlook.office.com.

    • Click your profile icon (top-right) > Open another mailbox.

    • Type the shared mailbox address and click Open.

  2. Share the calendar:

    • In the shared mailbox window, switch to the Calendar view.

    • Click Share in the top-right ribbon.

    • Enter the email address of the user or security group you want to give access to.

    • Choose their permission level:

      • Can view all details (Read-only)

      • Can edit (Read/Write)

      • Delegate (Can respond to event invites on behalf of the mailbox)

    • Click Share.

  3. Accept the invite:

    • The recipient will receive an email invitation with an Accept button.

    • Clicking Accept automatically adds the shared calendar directly into their Outlook calendar view without touching their email folder list.