Opening a 'Shared' or 'Secondary' Mailbox (Windows, Apple and on the Web)

Introduction

 

A Shared Mailbox is a mailbox that multiple or one user can use to read and send emails messages for a supplemental account. Shared mailboxes can also be used to provide a common calendar, allowing multiple users to schedule and view items.  The instructions below walk you thru how to open on Outlook for Windows, MAC and the O365 online version.

 

Instructions

 

Outlook for Windows

The shared mailboxes should auto populate after a few hours sync time once the mailbox has been set up as shared. 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.

Note:  If Outlook was previously configured to view a supplemental account, you may see two similar mailboxes.  Send a test message to determine which is the old mailbox and then right-click on that and select Remove.

 

To send an email an behalf of the shared mailbox, you must follow the steps below:

  1. In Outlook click on Options tab
  2. make sure the From is selected so it shows up above the To Field in a new email 

 https://www.stcloudstate.edu/its/_files/images/rightnow/migrate/03652.png

 3. Select Other E-mail address

 4. Type in the full email address you are wanting to send from

 5. Select the appropriate account you are sending from

 6. Click OK

       You will note that it now brings you into a new email window where your sending on behalf of the shared email account you just set up. 

       The next time you need to send from that account, select the from in a New email window and select the appropriate account from the drop down. 

 

Outlook for Apple


1.    On the Tools menu, click Accounts  > Advanced > Delegates.
2.    Add the mailbox under Open these additional mailboxes (make sure your under this second option)

  •       Click on the Plus sign for each Shared Mailbox you need to set up 
  •       Type in the email address under Choose a person
  •       Click OK when all done

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.

https://www.stcloudstate.edu/its/_files/images/rightnow/migrate/o3651.jpg

  1. To send an email on behalf of the shared account you have access to on Outlook for Mac
  • When in the New email window
  • Select the drop down by your work email on From: 
  • You will see a list of your shared accounts to select from

 

Web Version

There are two ways to open a Shared Mailbox by logging into Office365.com

1.    Add the shared mailbox so it displays under your primary mailbox.

NOTE: You should be able to see if you are using the 'Old or the New Outlook' under your Initials on the top right corner. You will see 'Try the new Outlook' if you are using the old version and 'The new Outlook' if you are using the new one. If you are still not sure what version of Outlook you are using, Click which version of Outlook link to check. 

  • If you are using the The Old Outlook: Right-click on Your Name in the left navigation pane, and then choose 'Add shared folder'.  If you don't see your name listed, choose 'More' to have it appear. If you are using the The New Outlook: Right-click on Folders and choose 'Add shared folder'.
  • In the 'Add shared folder' dialog box, type the name or email address of the shared mailbox and then click Add.

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.

2. Open the shared mailbox in a separate browser window

  • 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.
  • Sign in with your StarID@minnstate.edu in Outlook on the web.
  • On the Outlook on the web navigation bar, left click on your name/initials/image. It is located furthest right. A list appears.
  • In that list, click Open another mailbox.
  • 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.

Tip: If you mistype the email address of the mailbox, the result is "No match was found". Try typing the email address again

  • To send an email on behalf of the shared account you have access to on the web version
    • You will need to open the shared mailbox in a separate window as shown above in order to send an email on behalf of a shared account using the Web view.

*  If you do not see your shared mailboxes, please give it a few hours to sync with the system. If the next day you don't see them, please contact HuskyTech.

** If you set up a rule on your shared mailbox, it will apply to EVERYONE using that shared mailbox. For example- if you set up a rule to move any email from SCSU to your clutter or your own personal inbox, this will affect the shared mailbox and all emails sent to the shared mailbox will be effected.