How To: Set Up and Use a Shared Mailbox in Outlook

Description

A shared mailbox allows individuals to send and receive emails from a single address that is not associated with their University email account. These mailboxes are ideal for campus departments, offices or organizations.

Steps

Setting up a Shared Mailbox in Outlook

Shared mailboxes are connected to their owner’s email address. When you open Outlook, the shared mailbox will automatically appear alongside your University email account.

For the best experience in Outlook, we recommend turning off Cached Exchange mode, automatic archiving and junk mail filtering.This helps ensure new and existing messages in your shared mailbox are filtered properly.
 

Turning off Cached Exchange Mode

1. In Outlook, click File
2. Click Account Settings and then select Account Settings from the menu
3. Select the shared mailbox and click Change
4. Uncheck Use Cached Exchange Mode
5. Click Next
6. Click OK on the pop-up warning
7. Click Finish and then close Outlook

Note: If you do not have Internet access and need access to your shared mailbox, turn on Cached Exchange mode.

Turning Off Auto Archiving

1. In Outlook, click File
2. Click Options
3. In the Outlook Options window, click Advanced
4. Click AutoArchive Settings
5. Uncheck Run AutoArchive

Turning Off Junk Mail Filtering

1. Open your shared mailbox's inbox
2. Click the Home tab along the top of Outlook
3. Click Junk and then select Junk Email Options
4. On the options tab, enable No Automatic Filtering
5. Click OK

Setting Up a Shared Mailbox in Outlook Web App (OWA)

You can add a shared mailbox in OWA as a shared folder. Once added, the mailbox will appear in the navigation pane on the left side of OWA.

1. Sign into your University email at duq.edu/mail
2. Right-click Folders in the navigation pane on the left and select Add Shared Folder
3. Type the name or email address of the shared mailbox and then click Add
   

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 Other Email Address...
3. Enter the shared mailbox address in the From field and then click OK

You will now have the option to send from your shared mailbox address on any future emails.

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.