Outlook: Shared Mailbox Configuration and Usage

Issue

Shared Mailbox Access/Configuration

Sending From a Shared Mailbox

Sharing a Calendar from a Shared Mailbox

Environment

• Outlook/Outlook for web

Resolution 

Note: If you have recently been given permissions to access a Shared Mailbox, you may need to fully restart Outlook in order for it to appear in your list of Shared Mailboxes.

Shared Mailbox Configuration

If you have been given access to a shared mailbox it should show up in Outlook on the left along with your other mailbox folders. A few key changes can make the shared mailbox experience easier and more convenient.

Note: This only applies to the Outlook application.

Turning Off Cached Exchange Mode

1. Open Outlook.
2. Click File.
3. Click Account Settings.
4. Select Account Settings from the dropdown menu.
5. Select the shared mailbox.
6. Click Change.
7. Uncheck Use Cached Exchange Mode.
8. Click Next.
9. Click OK on the warning message.
10. Click Finish.
11. Close and Reopen Outlook.

Turning Off Auto Archiving

1. Open Outlook.
2. Click File.
3. Click Options.
4. Select Advanced.
5. Click AutoArchive Settings.
6. Uncheck Run AutoArchive.

Turning Off Junk Mail Filtering

1. Open the shared mailbox Inbox.
2. Click the Home tab.
3. Click Junk.
4. Select Junk Email Options.
5. On the Options tab, select No Automatic Filtering.
6. Click OK.

Shared Mailbox Settings

Users can access shared mailbox settings by opening the 

1. Sign in to Outlook on the web at duq.edu/mail.
2. On the navigation bar, select your name.
3. Click Open another mailbox from the menu.
4. Enter the email address of the shared mailbox (for example, shared-mailbox@duq.edu).
5. Select Open.

A new Outlook on the web window will open, allowing you to access the shared mailbox.

From here you can create/share calendars, check settings, create automatic replies exactly as you would in a normal mailbox. 

Sending Email from a Shared Mailbox

When composing a new message in Outlook or OWA, individuals with (Send As) permissions can choose to send the email from their University email account on behalf of a shared mailbox.

1. Compose a new email message in outlook or OWA
2. Click From and then select the shared mailbox
3. Compose an email as you normally and send ensuring the correct "From:" option is selected