In the new version of Microsoft Outlook, shared mailboxes now appear under "Shared with Me" under your University account. To access a Shared Mailbox, you'll need the IT department to add you to the list of permitted users and then you can add the mailbox to Outlook.
Add shared mailbox to Outlook
You can add the mailbox in two ways:
- Right click on your email address in the left-hand navigation and select Add shared folder or mailbox.
- Find Shared with me in the left-hand navigation under your account, and select Add shared folder or mailbox.
Once selected, you'll be asked to enter the name/email address of the shared mailbox.
Using a shared mailbox
Once the shared mailbox has been added, it'll be added as a folder under the Shared with me. You should expand the folder which has the shared mailbox name and you'll be able to navigate all of the folders within the shared mailbox.
Send as shared mailbox
If you want to send as the shared mailbox, you'll need to complete some extra configuration the first time you attempt to send an email.
- Open a new email
- Click on Options and then Show From which will enable the from field in the new email form
- Click on From: [your email address] and from the dropdown list click on Other Email Address
- In the window that opens, type in the email address for the shared mailbox
- Select the shared mailbox from the dropdown list. This will be available next time you send an email.
Once an email has been sent from a shared mailbox, it'll appear in that mailboxes Sent items folder.
Removing a shared mailbox
If you no longer need access to the shared mailbox, you can remove it by finding the shared mailbox under Shared with me, right click on the mailbox and select Remove shared folder.