How to share a mailbox/dept files for a department or organization

🔐 Introduction: Accessing the Group Management Tool

To manage shared mailbox permissions or department file access, use the Group Management Tool & Self-Service Portal:

🔗 Access the Group Management Tool

⚠️ Access Requirements:

• You must be on campus or connected via VPN or a secure access point.
• Log in using your StarID credentials.
• Allow the tool a few moments to fully load after logging in.

⏳ Important Notes

• It may take 2–4 hours for a shared mailbox to appear in Outlook Web after being added via Group Management.

• If you receive a 403 Forbidden error, check your password for special characters. The following characters are known to cause issues:

  • #
  • !
  • *

• Being listed as the owner of a mailbox does not automatically make you a member. You must add yourself as a member to access the mailbox.

• Ownership cannot be shared. To transfer ownership, email huskytech@stcloudstate.edu.

❓ FAQ: How Do I Add or Remove Members from a Shared Mailbox 

✅ To Modify Group Membership:

1. Click My AD Groups in the Self-Service Portal.
2. Use the Search box to find your group.
   • Click Search even if the field is blank to view all groups.
   • To narrow results, enter the group name and click Search.
3. Select the group by clicking the checkmark next to its name.
4. Under the Actions column, click Membership.

➕ To Add a User:

• In the Find field, enter:
  • StarID, email address, supplemental account, or name.
• Click Add.
• If multiple matches appear, select the correct user and click Select.
• Click Update to save changes.

➖ To Remove a User:

• Click the checkmark next to the user.
• Click Remove Members.
• Click Update to confirm.

✅ Valid email formats include:

• ab1234cd@go.minnstate.edu
• ab1234cd@minnstate.edu
• ab1234cd@campus.stcloudstate.edu

These are valid aliases and can be used to add users.

🕒 After Adding a Member

• Allow up to 24 hours for the shared mailbox to appear in the Outlook desktop app.
• If it still doesn’t appear, contact HuskyTech for support.

🔐 First-Time Login Security Warning

If you see a “Connection is not secure” message when logging in:

1. Click Advanced.
2. Click Add Exception.
3. Click Confirm Security Exception.
4. Click Resend if prompted.

📡 Check Service Status

To verify if the Group Management Tool or related services are experiencing issues, visit:

🔗 IT Systems/Service Statuses  IT Systems/Service Statuses.