Accessing and Using a Shared Mailbox in Outlook

A shared mailbox allows a group of people at Olivet to monitor and send email from a common departmental address (e.g., department@olivet.edu). It can also serve as a shared team calendar.

A shared mailbox lets an Olivet group send and receive emails from a common address (ex. department@olivet.edu), and 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.

---

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.

   • 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”.

3. 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.

Outlook for Windows

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

2. On the “Email” tab, click “New…” 

3. Enter the shared email address.

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

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

5. 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.

This information was taken from Microsoft's Support article on Open and use a shared mailbox in Outlook.