Access a second or shared mailbox using Outlook

After opening a ticket with the Service Desk, you will be added as a member of a shared mailbox. Close and then restart Outlook. The shared mailbox should automatically display in your Folder pane in Outlook.

What if it didn't work?

1. If you were only recently added to a shared mailbox, it may take a few minutes before the shared mailbox appears. Wait a bit and then close and restart Outlook again.

2. If that didn't work, then manually add the shared mailbox to Outlook:

   1. Open Outlook.

   2. Choose the File tab in the ribbon.

   3. Choose Account Settings, then select Account Settings from the menu.

   4. Select the Email tab.

   5. Make sure the correct account is highlighted, then choose Change.

   6. Choose More Settings > Advanced > Add.

   7. Type the shared email address, such as pirate@shu.edu

   8. Choose OK > OK.

   9. Choose Next > Finish > Close.

1. Open Outlook.

2. Choose New Email.

3. If you don't see the From field at the top of your message, choose Options > From.

4. Click From in the message, and change to the shared email address. If you don't see your shared email address, choose Other email address and then type in the shared email address.

5. Choose OK.

6. Finish typing your message and then choose Send.

   From now on when you want to send a message from your shared mailbox, the address will be available in your From drop down list.

   Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.

1. Open Outlook.

2. Open the email message you want to reply to.

3. From field at the top of your message, you should see the name of your shared mailbox. If you don't, choose the From dropdown box and choose your shared mailbox.

4. Finish typing your message and then choose Send.

   When you want to send a message from your shared mailbox, the address will be available in your From drop down list.

   Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.

After you have been added as a member of shared mailbox, close and then restart Outlook. The shared calendar associated with the shared mailbox is automatically added to your Calendars list.

1. In Outlook go to calendar view, and choose the shared mailbox.

2. When you enter appointments, everyone who is a member of the shared mailbox will be able to see them.

3. Any member of the shared mailbox can create, view, and manage appointments on the calendar, just like they would their personal appointments. Everyone who is a member of shared mailbox can see their changes to the shared calendar.

To access a shared mailbox on a mobile device, use the following steps. 

1. Sign in to your primary account in Outlook for iOS or Android.

2. Tap the Add Account button in the left navigation pane, then tap Add a Shared Mailbox. 

3. If you have multiple accounts in Outlook Mobile, select the account that has permissions to access the shared mailbox. 

4. After the account setup process completes, the shared mailbox will display in your account list in Outlook for iOS or Outlook for Android. 

   To remove a shared mailbox, go to Settings > Accounts. Then tap on the shared mailbox and select Delete Account. 

If you want to monitor the email from your primary mailbox and the shared mailbox at the same time, use this method. After you complete this task, the shared mailbox and its folders are displayed in the left navigation pane each time you open Outlook on the web.

1. Sign in to your account in Outlook on the web.

2. Right-click Folders in the left navigation pane, and then choose Add shared folder.

3. In the Add shared folder dialog box, type the name or email address of someone who has shared a mailbox with you, and then click Add. Or, type the name of the shared mailbox you are a member of, such as pirates@shu.edu.

The shared mailbox displays in your Folder list in Outlook on the web. You can expand or collapse the shared mailbox folders as you can with your primary mailbox. You also can remove the shared mailbox from your Folder list. To remove it, right-click the shared mailbox, and then click Remove shared folder.

Use this method if you want to view and manage the email for the shared mailbox in its own browser window. This method also lets you receive notifications of new items in the Inbox of the shared mailbox.

1. Sign in to your account in Outlook on the web.

2. On the Outlook on the web navigation bar, click your name. A list appears.

3. Click Open another mailbox.

4. Type the email address of the other mailbox that you want to open, and then click Open. Another Outlook on the web session opens in a separate window, allowing access to the other mailbox.

1. Choose New mail above the folder list. A new message form opens in the reading pane.

2. At the top of the message, choose  > Show From.

   This option shows you that the people who receive the email message will see it comes from the shared mailbox and not from your own email account.

3. The first time you use the shared mailbox, you need to add the address to the options available in the From drop-down list:

   1. Right-click the From address and choose Remove.

   2. Type the shared address. The next time you reply from the shared mailbox, its address will appear as an option in the From drop-down list.

4. To add recipients, type the name of anyone who is in your contacts folder or organization’s address list, or type the email address in the To or Cc box. The first time you enter a person’s name, Outlook on the web searches for that person’s address. In the future, the name is cached so it resolves quickly.

5. Type a subject.

6. Type the message you want to send.

7. When your message is ready to go, click Send.

The first time you reply to a message sent to the shared mailbox, you need to add the shared address to the From drop-down box. Here's how to do that:

1. Open Outlook on the web and go to your shared mailbox.

2. Open a message that was sent to the shared address.

3. Click Reply.

4. At the top of the message, choose  > Show From.

5. Right-click the From address and choose Remove.

6. Type the shared address and send the message. The next time you reply from the shared mailbox, its address will appear as an option in the From drop-down list.

One of the great things about using a shared mailbox is that anyone who has access to the shared mailbox also has full access to the calendar. You can create, edit, and delete events in the calendar. Use the shared calendar just as you would use your own calendar. Here's a short list of things you can do with the shared mailbox calendar:

• Let your team know when you're going on vacation or when you’ll be out of the office.

• Create a team meeting.

• Edit a calendar event that someone else created.

• Cancel a meeting that someone else created.

To access the shared calendar, do the following:

1. Sign in to your mailbox using Outlook on the web, and then select Calendar.

2. Right-click Other Calendars, and then click Open calendar.

3. In From directory, search for the shared calendar you want to open. Select the shared mailbox you want to open, and then click Open.

4. The shared calendar displays in your Calendar folder list.