Accessing Shared Outlook Mailboxes

Intended Audience: Students, Faculty, and Staff

Summary

 Accessing shared mailboxes in Outlook is essential for team collaboration and efficient communication. This guide provides a step-by-step process to help you access shared mailboxes using Outlook.

Problem

Many users face difficulties in accessing shared mailboxes in Outlook, which can hinder team collaboration and communication. This issue often arises due to unfamiliarity with the process or lack of clear instructions. Here's an example: You have been granted access to a shared mailbox (such as test1@pvamu.edu or test2@pvamu.edu), but you are unsure how to open or use it in Outlook.

Solution

Resolve issues related to accessing and managing shared mailboxes by first ensuring you have the necessary permissions to add the shared mailbox to your Outlook account. navigate to the Office 365 portal (http://www.office.com) and sign in with your PV credentials. Once signed in, click on the Outlook icon located on the left side of the screen. In the top right corner, click on your initials or profile picture and select "Open another mailbox" from the dropdown menu. Type the name of the shared mailbox you wish to access and click "Open." If you do not have the required permissions, contact CITE's service desk to request access. Once permissions are verified, you should be able to access the shared mailbox and view its contents. Once added, you can manage it like your personal mailbox, including sending emails and adjusting permissions. 

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.

Steps

1. Accessing Shared Mailboxes:

   • Step 1: Ensure you have the necessary permissions to access the shared mailbox. Contact your IT administrator if you need access.
   • Step 2: Open Outlook and navigate to the "File" tab.
   • Step 3: Select "Account Settings" and then "Account Settings" again from the dropdown.
   • Step 4: In the Email tab, click "New" and select "Email Account."
   • Step 5: Enter the email address of the shared mailbox and follow the prompts to complete the setup.

2. Managing Shared Mailboxes:

   • Step 1: Once the shared mailbox is added to your Outlook, you can manage it like your personal mailbox. Navigate to the shared mailbox in the folder pane.
   • Step 2: To send an email from the shared mailbox, click "New Email" and select the shared mailbox from the "From" dropdown.
   • Step 3: To manage permissions, right-click on the shared mailbox and select "Properties."
   • Step 4: Go to the "Permissions" tab and add or remove users as needed. Ensure you assign appropriate permissions based on the user's role.

3. Troubleshooting Common Issues:

   • Issue 1: Cannot Access Shared Mailbox: Verify that you have been granted access by the IT administrator. If access is confirmed, try restarting Outlook or re-adding the shared mailbox.
   • Issue 2: Emails Not Sending from Shared Mailbox: Ensure you have selected the shared mailbox in the "From" field. Check if you have permission to send emails from the shared mailbox.
   • Issue 3: Permission Errors: Double-check the permissions settings in the shared mailbox properties. Ensure users have the correct level of access.

By following these steps, you can properly access and manage shared mailboxes. If you encounter any issues, contact your IT support team for further assistance.

Steps to Reply to Mail Sent to the Shared Mailbox

1. Open the Shared Mailbox:

   • Ensure you have access to the shared mailbox as described in the solution section.

2. Open the Email:

   • Navigate to the shared mailbox and open the email you want to reply to.

3. Reply from the Shared Mailbox:

   • Click on "Reply" or "Reply All." In the "From" field, ensure the shared mailbox is selected. If it is not, click on the dropdown arrow and select the shared mailbox.

Steps to Use the Shared Calendar

1. Access the Shared Mailbox:

   • Follow the steps to access the shared mailbox as described above.

2. Open the Calendar:

   • In Outlook, navigate to the Calendar view.

3. Select the Shared Calendar:

   • In the left pane, under "My Calendars," you should see the shared mailbox's calendar listed. Click on it to view the shared calendar.

4. Add Events to the Shared Calendar:

   • Click on "New Event" to create a new calendar event. Ensure the shared mailbox's calendar is selected in the "Calendar" field.

5. Manage Events:

   • You can edit, delete, or respond to events in the shared calendar just like you would in your personal calendar.