View Site or Shared Mailboxes on a Smartphone?

Last reviewed on December 15, 2014   —  5 comments

Public folders won't sync to smartphones, but what about site mailboxes? Can they sync?

Site or shared mailboxes don't have their own logon but they can be opened (as the only account) in an Outlook profile using the credentials of anyone who has Full Access permission. Unfortunately, when you use your credentials to set up an Exchange account on a smartphone, it opens your mailbox, not the shared mailbox.

The shared mailbox cannot be hidden from the address list when you are setting up the account. It needs to be visible for this method to work. After the account is configured, the address can be hidden.

However, you can open the shared mailbox using POP3 or IMAP (if those services are enabled for the shared mailbox) using youremail@address\sharedmailboxalias format for the login. Some servers may require domain\useralias\sharedmailboxalias format.

For example, this configuration works on an iPad/iPhone (and also on Android and Windows Phone) to connect to an Office 365 shared mailbox.

Configure the account on an ipad

When you configure the account as POP3, messages are downloaded and marked as read on the server. Use IMAP if you want to keep (and sync) the read/unread state.

About Diane Poremsky

Diane Poremsky
A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

Please post long or more complicated questions at Outlook forums by Slipstick.com.

5 responses to “View Site or Shared Mailboxes on a Smartphone?”

  1. bdwatt0

    I can't tell you how long I've been looking for this info! I had everything right up to the \sharedfolder. Thanks for the info; you're a lifesaver!

  2. 1111BoB
    1. Diane Poremsky

      The IMAP method still works on Windows phones - I have a shared mailbox set up on my phone. I'll check it in outlook - it's possible they are blocking outlook clients from using outlook - that is fairly easy to do using Exchange.
      shared mailbox on windows phone
      And to prove it's a current screenshot, the second post in the screenshot is here. (The first post is spammy and will be deleted if they post it too often.)

    2. Diane Poremsky

      As an FYI, if the mailbox is hidden from the address list, you won't be able to add it as its own account.

      Also, the site admin can disable imap and pop3 support, if they choose.

  3. Simon

    Thank you very much. I have been trying to figure this out without any success for many days. Finally I landed here and now it works !!

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