Accessing and Using a Shared Mailbox in Outlook

A shared mailbox lets a group at Olivet check and send emails from a common address (like department@olivet.edu). It can also be used as a shared team calendar.

Before You Start: The IT Security Team must give you permission to access a shared mailbox. To request access, submit a service ticket through TeamDynamix asking to be added to the mailbox.

Select your Outlook version below for setup steps:

New Outlook for Windows

  1. Close and reopen the new Outlook app.

  2. In the left folder pane, find the Shared with me folder. Expand it to see the shared mailbox and its folders (Inbox, Sent Items, etc.).

  3. If you don’t see it: Right-click your main Olivet account in the folder pane, choose Add shared folder or mailbox, enter the shared email address, and click Add.

  4. To Send Email: Click New > Mail. If the From field is missing, go to the Options tab and select Show From. Click From and pick the shared email address.

Classic Outlook for Windows

  1. Go to the File tab > Account Settings > Account Settings.

  2. On the Email tab, click New... 

  3. Enter the email address you want to access.

  4. On the sign-in page, click the back arrow, enter your Olivet email (not the alias), click Next, enter your password, and submit.

  5. You might need to close and reopen Outlook for the shared inbox to appear.

To Send Email: Click New Email. If the From field is hidden, go to Options > From. Use the From dropdown to select the shared address before sending.

Outlook on the Web (OWA)

  1. Sign in to your Olivet email using Outlook on the web.

  2. Right-click Folders in the left menu and select Add shared folder or mailbox.

  3. Enter the shared mailbox name and select it. It will appear in your folder list.

  4. To Send Email: Click New mail. Click More actions (...) at the top of the message, choose Show From. Right-click your email in the From field, select Remove, and type the shared address.

If you have trouble or the mailbox doesn’t show after access is granted, please contact the IT Help Desk by submitting a ticket.

Need Help?

If you have issues, contact the IT Help Desk:

Phone: 815-939-5302

Email: it@olivet.edu

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