Shared Mailbox

A shared mailbox is an email account that multiple users can access without needing a unique username and password. It allows these users to read and send emails from a common address. Besides managing emails, a shared mailbox can provide a shared calendar, enabling multiple users to schedule and view appointments. Once given access, users can view or add the shared mailbox to their Outlook profile, allowing them to access it through their personal email account.

Transitioning from a Department Email Account to a Shared Mailbox

In transitioning from a department email account to a shared mailbox, the first step is to remove your department email account from your Outlook client.

Outlook (Classic) for Windows

1. In classic Outlook for Windows, select File in the top-level menu.
2. Select Account Settings > Account Settings.
3. Select the account you want to delete, then select Remove.

This account's offline cached content will be deleted. This only affects content downloaded and stored on your computer.

Outlook (New) for Windows

1. In Outlook for Windows, select the Settings in the top-right of the application.
2. Select Accounts > Email accounts.
3. Select Manage on the account you want to remove.
4. Select Remove.

Outlook for macOS

1. In Outlook for macOS, select Tools > Accounts in the top-level menu.
2. On the left-hand side of the window, select the account you want to sign out of.
3. In the lower left of the Accounts dialog box, select the  minus button.

Mobile

Accessing a Shared Mailbox

Outlook (Classic) for Windows

Once access has been granted to the shared mailbox, close and restart Outlook (Classic), and the shared mailbox will automatically display.

• See also: Open and use a shared mailbox in Outlook (microsoft.com).

Outlook (New) for Windows

Once access has been granted to the shared mailbox, close and restart Outlook. The shared mailbox will automatically display under the Shared with Me folder.

• See also: Open and use a shared mailbox in Outlook (microsoft.com).

Outlook for macOS

1. In Outlook for macOS, select Tools > Accounts in the top-level menu.
2. Select your personal Ithaca College email account that has access to the shared mailbox.
3. Select Delegation and Sharing.
4. Choose the Shared With Me tab.
5. Choose + to add a shared mailbox.

Alternatively, select File > Open > Shared Mailbox in the top-level menu.

• See also: Open a shared Mail, Calendar or People folder in Outlook for Mac (microsoft.com).

Outlook on the web

1. Navigate to Outlook on the web using a web browser at https://outlook.office.com/mail/.
2. Right-click Folders in the left navigation pane, and then click Add shared folder or mailbox.
3. In the Add shared folder or mailbox dialog box, enter the email address of the shared mailbox, and then click Add.

Alternatively, to open the mailbox in a new window, select your account profile in the top right corner, select "Open another mailbox," enter the email address of the shared mailbox, and then select Open.

The shared mailbox displays on your folder list in Outlook on the web. You can expand or collapse the shared mailbox folders with your primary mailbox.

• See also: Open and use a shared mailbox in Outlook (microsoft.com).

Mobile

If you use Outlook for iOS or Android, you can add a shared mailbox you have permission to access on Outlook Mobile.

• See also: Add a shared mailbox to Outlook mobile (microsoft.com).

Sending Email

When you are granted access to a shared mailbox, you can send messages on behalf of that account. 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 a shared mailbox, your recipients only see the shared email address in the message.

Outlook (Classic) for Windows

1. In Outlook for Windows, choose New Email.
2. If you don't see the From field at the top of your message, choose Options > From.
3. 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.
4. Choose OK.
5. Finish typing your message and then choose Send.

Outlook (New) for Windows

1. In Outlook for Windows, select the Mail in the top-right of the application.
2. On the Home tab, select New > Mail.
3. If you don't see the From field at the top of your message (next to Send), on the Options tab, select Show From.
4. Select 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. Finish typing your message, then choose Send.

Outlook for macOS

1. In Outlook for Windows, select the Mail in the top-right of the application.
2. Select New > Mail.
3. Select 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.
4. Finish typing your message, then choose Send.

Outlook on the web

1. Navigate to Outlook on the web on a web browser at https://outlook.office.com/mail/.
2. Click  New mail above the folder list.
3. Next to the Send button, click the email address and select the shared mailbox you want to send from.

See also: Open and use a shared mailbox in Outlook on the web (microsoft.com)

Mobile

1. In Outlook for Mobile, select the Mail tab.
2. Select the  New Mail button.
3. Select the account listing at the top under New Message, and change to the shared email address.
4. Finish typing your message, then choose  Send.

Shared Calendar

Outlook (Classic) for Windows

1. In Outlook for Windows, select  Calendar in the navigation pane.
2. The shared calendar will appear under My Calendars.

Outlook (New) for Windows

1. In Outlook for Windows, select  Calendar in the navigation pane.
2. Select  Add calendar.
3. Select Add from directory.
4. Select the account you want to add it to (e.g., your personal Ithaca College email account).
5. Search for the shared mailbox.
6. Select the calendar folder you want to add it to.

Outlook for macOS

1. In Outlook for Windows, select  Calendar in the navigation pane.
2. The shared calendar will appear in the left pane.

Outlook on the web

Anyone who has access to the shared mailbox can access the shared calendar. To access the calendar:

1. Navigate to Outlook on the web on a web browser at https://outlook.office.com/mail/.
2. Select Calendar.
3. Right-select Other Calendars and then select Open calendar.
   
4. In From directory, search for the shared calendar you want to open. Select the shared mailbox you want to open, and then select Open.

The shared calendar will be displayed in your Calendar folder list.

• See also: Open and use a shared mailbox in Outlook on the web (microsoft.com)