Shared Mailbox Access

Shared Mailbox via desktop Outlook

This is the default, easiest way to access a Shared Mailbox. For anyone using desktop Outlook on a Windows computer, any Shared Mailbox they have been granted access to will appear automatically in Outlook, and be pretty much fully functional.

Add Account in Outlook

In some cases it is necessary to manually Add the Shared Mailbox to desktop Outlook. The two primary reasons are desktop Outlook on a Mac, and someone who wants to edit the Inbox Rules or Out of Office Autoreply on a Shared Mailbox from desktop Outlook.

Windows

  1. File > Add Account
  2. Enter the Shared Mailbox e-mail address, and click Connect
  3. If prompted, select 'Office 365' (unless the shared mailbox is still in Exchange on-prem, in which case select 'Exchange 2013 or earlier')
  4. At this point it should say you need to restart Outlook
  5. When re-opening Outlook, it will prompt for the password for the Shared Mailbox account. You must 'Sign in with another account' and enter your personal credentials.
    • It may prompt twice for some reason. Enter personal credentials both times
    • Remember, this is because a Shared Mailbox is a disabled user account. There is no way to sign in to a Shared Mailbox with its own account

Once Outlook is open again, you can go back to the File screen and select the Shared Mailbox from the top drop-down. Then all the buttons (Automatic Replies, Rules and Alerts, etc) will modify the Shared Mailbox instead of the primary personal mailbox.

macOS

  1. On the Tools menu, click Accounts.
  2. Click the Plus Sign to add an additional Exchange account.
  3. In the E-mail address field, enter the email address of the shared mailbox.
  4. Under Authentication, enter your own credentials.
    • Checking the setting Sync shared mailbox will allow Outlook to synchronize the shared mailbox without requiring the user to click Send/Receive. This setting was added in version 16.13.411. Enabling this setting is highly recommended for users who use their own credentials to access a shared mailbox.

See https://support.microsoft.com/en-us/office/open-a-shared-folder-or-mailbox-in-outlook-for-mac-6ecc39c5-5577-4a1d-b18c-bbdc92972cb2

Shared Mailbox via Outlook on the Web (OWA)

There are two methods of accessing a Shared Mailbox via Outlook on the Web (https://outlook.com/owa/unbc.ca). For either method, the first step is to log in with your personal account.

Open Another Mailbox

  1. Select your personal icon in the upper right of the window
  2. Select "Open another mailbox..." in the dropdown
  3. Type in the mailbox address in the "Open another mailbox" popup, and click Open
  4. The Shared Mailbox will open in a second browser tab/window

Advantages:

  • The mailbox Inbox will refresh automatically
  • You can modify Inbox rules, Automatic Reply, etc for the shared mailbox

Disadvantages:

  • Shared mailbox is in a different browser tab than personal mailbox

Add Shared Folder

  1. Right-click on the word Folders in the left-side pane, and select 'Add shared folder'
  2. Type in the mailbox address in the "Add shared folder" popup, and click Add
  3. The Shared Mailbox folders will appear below yours, in the left-side pane

Advantage:

  • Everything in one browser window (your personal mail and any shared mailboxes you have access to)

Disadvantages:

  • No automatic refresh of shared mailbox Inbox, and no notification of new incoming mail
  • Can't change shared mailbox settings (such as Inbox Rules, Automatic Reply, etc)
  • Does not work in hybrid situation (user mailbox in Exchange Online and shared mailbox in Exchange on-prem, or vice versa)

Details

Article ID: 1090
Created
Mon 3/22/21 2:33 PM
Modified
Mon 3/22/21 4:14 PM