Tech Tip: How to add a mailbox to Outlook • Blisstech Solutions

Welcome to our latest tech tip blog post! In this article, we will be discussing how to add a mailbox to Outlook, a widely used email client that allows users to manage multiple email accounts in one place.

Whether you’re new to Outlook or just need a refresher, this guide will walk you through the process step-by-step. By the end of this article, you will have a better understanding of how to add a mailbox to Outlook, making it easier to manage your emails in one place and stay organised.

Transcript

Hello everyone and welcome to another Blisstech Solutions Tuesday Tech tip and in today’s tech tip, we’re going to show you how to open another user’s mailbox in Outlook.

There are two ways you can do this.

The 1st way is if they, themselves or an administrator, has granted you access to that user’s mailbox.
The 2nd way is if you’ve got the username and password for the account.

The most secure way of doing things is, if within your organisation you need to open somebody else’s mailbox, the administrator or the user themselves can grant you permission to their mailbox. Then to open that mailbox you simply go, in Outlook, to:

Open and Export ==> Open Other Users Folder.

Then type in the first part of their e-mail address and click OK. So, in this situation, it’s saying it can’t display the folder. That means we don’t have access to it, so now I’ll show you the other way, which is to add a new mailbox to the computer.

So again, in Outlook we go to:

File ==> Add Account.

Then the wizard appears that takes us through the process of setting up the account which I’ll do now.

OK, so if you get to this point where it is asking you to allow your organisation to manage your device, this really depends on the organisation that you’re working with. If it’s not your own company, just say no sign in to the app.

And there you go. The account has been successfully added, but we see it doesn’t appear here at the moment. So what we need to do is close Outlook and reopen it.

As you can see here, the new mailbox has been added and just for ease, we’re going to drag the inbox up into the Favourites so we can see which mailboxes have got emails.

That’s all there is to it.

So just to recap:

The best way to add a mailbox within your own organisation is get somebody or an admin to grant you access to it and the other way is to get the username and password and add it as a completely new account.

I hope you find this useful. I’ll speak to you again soon.

If you need help with your IT issues, please get in touch.

← A little trust can go a long way Are your younger employees experiencing ‘tech shame’? →

Tech Tip: Send quick Teams messages from anywhere

We all know that Teams messaging is a great way to communicate with others, but it can be disruptive if it interrupts our flow. Even though Teams messaging is a great way to communicate with colleagues, it can easily break your concentration and flow. You might find...

Tech Tip: How to create a table of content in Word

Happy Tuesday everyone! Today's Two Minute Tech Tip was an idea given to me by my apprentice, George Borns. When asked what would be a good idea for a Tech Tip and without hesitation, George said "What about headings and tables of content in Word?" It is a great tip...

Are you ready for next-gen email security? (YES!)

Sick of spam emails? We have details of a cool new tool to help keep us better protected.

Is that Chrome extension filled with malware?

Chrome extensions are great for boosting productivity and saving time. But if they’re not the real deal, you could be at risk from malware. We tell you how to stay protected.

How to create secure passwords

Weak passwords are one of the biggest security risks to your business.
Why?
Because cyber criminals are getting smarter than ever before. If they manage to crack just one password, they could gain access to your sensitive business data, financial information, or even gain control of your entire system.
Cyber criminals use automated tools to guess passwords, allowing them to try out millions of combinations in seconds. So, if you’re using something like “Password123” or “CompanyName2025”, you’re practically handing them the keys to your business.
A compromised password can lead to big issues, such as:
• Data breaches
• Financial losses
• Identity theft
• Reputation damage
But how do you create strong passwords without driving yourself (and your team) mad?
Think of your password like a secret recipe, where only you should know the ingredients. It should:
• Be at least 14 characters long (the longer, the better)
• Include a mix of uppercase and lowercase letters
• Contain a few numbers and symbols (like @, $, %, or &)
• Not contain any common words or easily guessable information (like birthdays, names, or the word “password”)
Instead of using a single word, you could try a passphrase – a short, random sentence that only you would understand. For example, instead of “Sailing2025”, try something like “Coffee&CloudsAreGreat9!”. This is much harder to crack, yet still easy to remember.
You should also steer clear of these common mistakes:
• Using personal info (your name, birthday, business name, etc.)
• Reusing the same passwords across multiple accounts
• Using simple sequences (“123456” or “abcdef”)
• Storing passwords in an easily accessible place (like a sticky note on your desk)
If remembering unique passwords for every account sounds impossible, there is another option: Password managers. These generate strong passwords, store them securely and autofill them for you.
With a password manager, you only need to remember one strong master password for the manager app itself. The rest are encrypted and stored safely, reducing the risk of data breaches.
Even the strongest password isn’t foolproof, which is why multi-factor authentication (MFA) is also important. MFA requires a second form of verification, like a one-time code sent to your phone or generated from an authentication app.
If you have employees accessing your business systems, it’s a good idea to have a password policy in place to explain your rules and why they’re important. This should include:
• Unique passwords for each system and account
• Regular security training on password best practices
• Business-wide use of MFA for critical systems
• Scanning for compromised passwords regularly
By making password security a priority, you can reduce the chances of a cyber attack creating a nightmare for your business.
And if you need help making your business more secure, get in touch.

Beware fake apps containing malware

How do you know the app you just downloaded is really what it claims to be? Even your most careful employees may be fooled. Is your business ready for that risk?

Windows is the prime target for cyber criminals

With its huge dominance in the workplace, Microsoft’s Windows has become the prime target for cyber criminals.

6 ways to make your small business look professional

When you start out in business, one of the hardest things to do is find new clients. Most customers will not buy from you unless they trust you, and trust usually comes from reputation. But how do you gain people's trust if you are new and don't have much of a...

Tech Tip: How to use browser profiles

This Tech Tip is on how to use web browser profiles. If you are a freelancer, virtual assistant, or just wear many hats in your job role, you probably have multiple different logins for the same application. As so many applications are web-based, we have to login to...

What is Proactive Monitoring and how can it protect your business?

How proactive monitoring will help your business weather any storm. You are the captain of your business's ship. You have a loyal and skilled team behind you. You are ready for any challenge! Or so you thought. Then, one day, without warning, a vast digital monster...

Transcript

More Content