Prerequisite

The person responsible for the shared mailbox must first give you access to the shared mailbox.

Step-by-step

Open the "Outlook (classic)" application on your computer.
Go to "File" and select the option "+ Add Account".
Enter the email address of the shared mailbox.
Confirm by clicking “Connect”.
Result: A pop-up window will open for you to enter your password.
Select “Sign in with another account”.
Change the email address of the shared mailbox to your personal Ghent University email address.
Press “Next”.
Enter your Ghent University password.
Press “Sign in”.
Approve the sign-in request using your configured MFA method.
Press “Done”.
Close and reopen the “Outlook (classic)” application on your computer.

Result

The shared mailbox will also be available in the web version of Outlook.
The email address of the shared mailbox will always be filled in whenever you want to send a new email or reply to an email from this shared mailbox in any version of Outlook. If you follow the steps on the Microsoft support page Open and use a shared mailbox in Outlook, you will still have to correct the sending address each time.

Go to https://outlook.office.com/mail
Select “E-mail” on the left-hand side.
Right-click on your email address.
Select “Add shared folder or mailbox”.
Insert the name of the shared mailbox you want to add to the web version of Outlook.

In the default Mail client of macOS it is not possible to add shared mailboxes, so use the Outlook client for shared mailboxes.

Choose "Preferences..." from the "Outlook" menu
Choose "Accounts"
Choose "New account..." with the + menu at the bottom left
Enter the email address of your shared mailbox in the search field on the next screen
Choose "Add"

The shared mailbox is now visible in the accounts column on the left.

Employees: Shared mailbox (UGent intranet)
Student associations: Shared mailbox for student associations (UGent student portal)