Shared Email and Calendar Guide

To access the account on the web

Open a Shared Account on the Web

1. Open your Outlook Web App at https://login.microsoftonline.com and login with your campus credentials <username@campus.edu>.
2. Click on your name in the upper right hand corner. Click on Open another mailbox... and enter the email address of the shared account.

Add a shared mailbox to Outlook 2019 or O365 (Windows)

Open a Shared Account in Outlook for Windows

After your admin has added you as a member of a shared mailbox, close and then restart Outlook. The shared mailbox should automatically display in your Folder pane in Outlook within 90 minutes.

What if it didn't work?

• If your admin only recently added you 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.

• 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 info@contoso.com.

  8. Choose OK > OK.

  9. Choose Next > Finish > Close.

Add a shared mailbox to Outlook 2019 or O365 (macOS)

Open a Shared Account in Outlook for macOS

Use this method if you are a delegate for another user’s mailbox or when you have permissions to several folders in a shared mailbox. You can also use this method when you have full access permissions to a mailbox.

After your admin has added you as a member of a shared mailbox, close and then restart Outlook. The shared mailbox should automatically display in your Folder pane in Outlook within 90 minutes.

What if it didn't work?

• If your admin only recently added you 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.

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

  1. In the Tools menu, choose Accounts, and select the account that has access to the mailbox.

  2. Select Delegation and Sharing

  3. Choose Shared With Me tab

  4. Choose + to add a shared or delegated mailbox

Send mail from the shared mailbox

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.

Reply to mail sent to the shared mailbox

1. Open Outlook.

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

3. You should see the name of your shared mailbox in the From field at the top of your message. 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.

Use the shared calendar

After your admin has added you as a member of a 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 the 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.

Use the shared contact list

After your admin has added you as a member of a shared mailbox, close and then restart Outlook. The shared contact list associated with the shared mailbox is automatically added to your My Contacts list.

1. In Outlook, choose People.

2. Under My Contacts, choose the contacts folder for the shared contacts list.

    

Use a shared mailbox on a mobile device (phone or tablet)

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. 

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.