Outlook: Upgrading from a Departmental Email Account to a Shared Mailbox

This article outlines the process of upgrading a departmental email account to a shared mailbox at Ithaca College, including its benefits, what to expect, and steps for a smooth transition.

This article outlines the process of upgrading a departmental email account to a shared mailbox at Ithaca College. It explains the benefits of the change, what users should expect, and the steps they must take to ensure a smooth transition.

Audience

Ithaca College faculty and staff whose departmental email account is being upgraded to a shared mailbox.

Platform

Microsoft Outlook (Windows, macOS, Web, iOS, Android)

Quick Links

For easy navigation, click any link below to jump directly to the section you're looking for.

What to Expect During the Upgrade

The upgrade from a departmental email account to a shared mailbox is quick, seamless, and is typically completed in under 15 minutes with no downtime!

Here's what you can expect:

• Your email address will remain the same and messages will continue to be delivered as usual.
• All existing email history and calendar events will stay intact.
• You’ll access the shared mailbox through your personal Ithaca College account without the need for a separate login or password.
• Outlook will automatically display the shared mailbox once access is granted.
• Sending from the shared mailbox is easy using the From field in Outlook.
• Shared calendars will continue to function across all Outlook platforms.

Steps to Take Before the Upgrade

Save Custom Content

• Email Signatures: Copy any custom signatures used in the departmental account. Recreate them in your personal account or within the shared mailbox (if supported).
• Templates: Save frequently used email templates locally. Re-import or recreate them after the upgrade.

Remove the Departmental Account from Outlook

Outlook (Classic) for Windows

1. 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. Select 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. 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.

Things to Be Aware Of

To ensure Outlook displays the shared mailbox correctly, simply remove the old departmental account and restart Outlook. If this step is skipped, you may see a pop up requesting you to log into the account. Once the account is removed and Outlook is restarted you can continue to use the shared mailbox without receiving a prompt to log in.

Additionally:

• Templates and signatures that aren’t saved ahead of time may need to be recreated.
• Mail merge functionality may require reconfiguration by an IT administrator.

These are minor adjustments and do not affect your access to the shared mailbox or its core functionality.

Why Ithaca College Is Upgrading to Shared Mailboxes

Shared mailboxes are now the preferred solution for group email access at Ithaca College. They offer centralized communication, simplified management, and improved security without requiring individual Microsoft 365 licenses. Upgrading departmental accounts to shared mailboxes ensures consistency, reduces licensing costs, and aligns with best practices for collaborative email use.

Using a licensed mailbox for shared access can lead to several challenges:

• Higher Costs: Each licensed mailbox requires a paid Microsoft 365 license.
• Security Concerns: Sharing login credentials increases the risk of unauthorized access.
• Management Complexity: Coordinating passwords and DUO access across multiple users is inefficient.
• Feature Conflicts: Licensed accounts include services like OneDrive and Teams that are unnecessary for shared communication and can cause issues:
  • Office apps may confuse the shared account with your personal account.
  • Multiple OneDrive connections can lead to syncing problems or misplaced files.
  • Auto mapping may cause unexpected mailbox behavior.

Additional Resources

• Learn More about Shared Mailboxes - Outlook: Shared Mailbox Use Cases and Benefits
• Start Using Your Shared Mailbox - Outlook: Getting Started with a New Shared Mailbox
• Get Help or Consult IT Administrator -   Email Account Help Request