Note – Updated 24/12/2020 – Based on feedback from Daniel and dejudicibus in the comments.
I recently was asked how to connect a shared mailbox via IMAP to an Outlook client now this isn’t standard behavior or common practice as only a licensed user should access a mailbox. Now I know there are many resources online and suggestions out there but I am aiming to clear this one up using an Outlook 2016 client which does work with Office 365!
First of all create a shared mailbox, in this instance we are using email@example.com. Then give full permissions as you normally would for a licensed account in this instance firstname.lastname@example.org.
- Open up the profile manager on Outlook
- Add a new profile, and give it a name
- Select “connect to a different account” in the bottom right hand corner
- Select “Manual setup or additional server types
- Select POP or IMAP
- Fill out the following information
- Your Name – What ever you want
- Email address – email@example.com
- Account Type – IMAP
- Incoming mail server – outlook.office365.com
- Outgoing mail server – smtp.office365.com
- User name – firstname.lastname@example.org\email@example.com
- Password – The password for firstname.lastname@example.org
- Tick the box for remember password
- Select the more settings button
- Under the Outgoing Server tab select “My outgoing server (SMTP) requires authentication” and “Log on Using”
- Enter email@example.com and your password for this account and remeber password if you want
- Select the Advanced tab
- Under incoming server IMAP enter – 993 and SSL/TLS
- Under Outgoing server (SMTP) enter – 587 and STARTTLS
- Select Ok
- Then Next and the test should pass successfully and you are good to go which I have just tested and see below.