Overview
If you have been given access to a department shared mailbox, you can follow the steps below to add that mailbox to Outlook on your Mac or Windows PC.
Mailbox Managers can add the Shared Mailbox as an Outlook Email Account to temporarily access additional features such as AutoReply (out of office), Delegate settings, and Email Rules/Filters. Accessing the Shared Mailbox as an account should be a temporary situation to make changes to the shared mailbox account, once you have made your desired changes you should switch back to your normal email account.
Details / Instructions
Add to Outlook on the Web (Webmail)
- Open Outlook on the Web (Opens in new window.)
- Click your avatar photo or initials in the top-right corner.
- Click "Open another mailbox"
- Type in the mailbox name or email address and select it in the list when it appears.
- Click "Open"
This will open the shared mailbox in a new tab or new browser window depending on your browser tab configuration/preferences.
Adding a Shared Mailbox as an Account (Mailbox Managers Only)
Mailbox Managers may add a Shared Mailbox as an account to make changes to the mailbox. Public Folders cannot be added as an account.
- Open Outlook.
- Click File > Info > Account Settings > Account Settings.
- Under the "Email" tab click "New".
- Enter the Email Address of the Shared Mailbox (mysharedmailbox@richmond.edu for example) and cilck "Connect".
- If prompted for a username/password, click "Sign in with another account" and enter your own university email address and click "Next".
- Enter Password and click "Next".
- Authenticate with Duo Mobile if prompted.
- When Outlook confirms "Account successfully added", click "Done".
- Close & Reopen Outlook.
- Click File > Info.
- At the top of the "Account Information" screen change the dropdown list from your normal email account to the Shared Mailbox account.
- Make desired changes to the shared mailbox account and then follow Steps 10-12 again to change back to your normal email account. You do not need to restart Outlook to switch between accounts.
Note: Changing your default email account may remove Outlook favorites folders, minimize your mail folders / subfolders and reset some user-based preferences. Your personal autoreply message, mail filters/rules, delegates, calendar settings etc will not be affected. Taking a screenshot of your favorite folders will help you restore them quickly.
If you are unable to add the mailbox as an account please contact Help Desk at 804-287-6400, helpdesk@richmond.edu, or through self-service at https://spidertechnet.richmond.edu/.
See Also
Service Request: New Shared Mailbox
How to use a Shared Mailbox Address for an Email Mail Merge