SMUS Shared Mailboxes

In Office 365, access to Shared Mailboxes is now different. There are four different methods for accessing your shared mailbox, outlined below:

Outlook Web Access, full method

If you normally check your personal email using Outlook Web Access and want to send and reply to emails as the shared mailbox address, you should follow this method.

• Log into Outlook Web Access
• In the top right corner, click your name and choose "Open another mailbox"
• Enter the name of the mailbox (eg: admissions, info) and click "Search Contacts & Directory"
• Click the mailbox you would like to open
• The shared mailbox opens in another tab

You can check the shared mailbox's inbox and reply to messages from here. Replies and new email will be sent as the shared mailbox and stored in the Sent Items folder of the shared mailbox.

Outlook Web Access, quick method

If you normally check your personal email using Outlook Web Access and want to check emails (but not reply to them) as the shared mailbox, you should follow this method.

• Log into Outlook Web Access
• Right click your name on the left sidebar and choose "add shared folder"
• Enter the name of the mailbox (eg: admissions, info) and click "Search Contacts & Directory"
• Click the mailbox you would like to open
• The shared mailbox is added as another list of folders under your personal folders

You can check the shared mailbox's inbox using this method. Replying to emails will send from your personal account and sent items will be stored in your personal Sent Items folder.

Outlook Web Access, shared calendar only

If you normally use your shared mailbox only to share a calendar with your workgroup, you should follow this method.

• Log into Outlook Web Access
• Click "Calendar" in the top bar
• Right click "My Calendars" in the left sidebar and choose "open calendar"
• Under "From directory" enter the name of the mailbox (eg: admissions, info) and click "Search Contacts & Directory"
• Click the user you would like to open and click the open button
• The shared mailbox is added to your list of calendars

Depending on your access permissions, you can view and possibly modify the shared calendar using this approach.

Outlook 2013

If you normally check your email using Outlook 2013, follow this method to add the shared mailbox.

• Start Outlook 2013 and sign in with your email address and password
• Click File -> Add Account
• Enter the shared mailbox's email address only, then click Next
• When asked to log in, sign in with your email address and password again
• Close and reopen Outlook when prompted

This method allows you to receive and reply to emails from the shared mailbox, as well as view the shared calendar overlaid with your own. When you are composing emails, make sure to set the "From" address correctly so that the email is sent from the correct address.