Adding and Using a Shared Mailbox

Adding and Using a Shared Mailbox in Microsoft Outlook

Shared mailboxes are used by departments who want to have a single mailbox that can be accessed by a group of people. When a person in the group replies to a message sent to the shared mailbox, the email appears to be from the shared address, not from the individual user.

Once a shared mailbox has been set up, you should see it in the Folder pane of your Outlook (usually on the left). If you don't see a shared box you have access to, follow the steps below.

Request a new shared mailbox from the OIT service catalog (must be on the university's VPN to access this site) or contact the OIT Service Desk.
To request access to a shared mailbox, contact that mailbox owner.

For more information about adding shared mailboxes in Outlook for PC, Mac or webmail, use the guides below:

Adding a shared mailbox in Outlook for Windows

1.) Open Outlook and click the File tab on the left.

2.) Click the Add Account option below the mailbox name.

3.) Enter an optional display name in the Your Name field and enter the shared mailbox address in the E-mail Address area. Click Next when finished.

4.) You will see this popup next.

5.) Clear the field and enter your personal university email address and password. Then click OK.

6.) The next screen should look like the one below with three green checkmarks. Click Finish.

7.) You should now be prompted to restart Outlook. Click OK to continue.

When Outlook restarts, you should now see the shared mailbox in the Folder pane on the left side of your Outlook.

Adding a shared mailbox on Mac

1.) Open Outlook and click Tools > Accounts.

2.) On the Accounts screen, click Advanced.

3.) Next, click Delegates then the + (add) symbol in the Open these additional mailboxes section.

4.) Search for the mailbox by name, and when you find it, select the box from the list and click Add.

5.) This will return you to the Delegates screen where you click OK.

6.) Once Outlook connects to the mailbox, there will be a popup similar to the one below. Check the Always use my response for this server box and then Allow.

You should now see the shared mailbox in the Folder pane on the left side of your Outlook.

Opening a shared mailbox in Office 365 Webmail

1.) Log into webmail at https://myemail.ucdenver.edu.

2.) Click on your profile picture in the upper right hand corner. If you don't have a picture associated with your account, you will see your initials.

3.) Click on Open Another Mailbox and type in the name of the mailbox.

4.) Click Open.

5.) The mailbox will open in another tab. The mailbox shouldn't time out while the browser session is running.

Please contact the OIT service desk if you have any questions.

Send mail from the shared mailbox

Open Outlook.
Choose New Email.
If you don't see the From field at the top of your message, choose Options > From.
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.
Choose OK.
Finish typing your message and then choose Send.

From now on 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 your shared mailbox, your recipients will only see the shared email address in the message.

Reply to mail sent to the shared mailbox

Open Outlook.
Open the email message you want to reply to.
From field at the top of your message, you should see the name of your shared mailbox.
If you don't, choose the From dropdown box and choose your shared mailbox.
Finish typing your message and then choose Send.

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 your shared mailbox, your recipients will only see the shared email address in the message.

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