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Relevant to: faculty and staff
This article contains information considered accurate at the time of publishing. Technology updates, changes in University security practices, and/or policies and procedures may affect the information in this article - updates to articles are scheduled on a periodic basis and will address any required changes.
Introduction
A shared mailbox is a specialized mailbox accessed by multiple users within an office or department. Designated staff have access to this mailbox to monitor and receive customer e-mail messages. Shared mailboxes may also be used to provide a common calendar, allowing multiple users to schedule and view scheduled events. To add a shared mailbox to:
The "Outlook Classic" Client (desktop / laptop)
The "Outlook on the Web" Client (web / mobile)
The "New Outlook" Client (desktop / laptop)
For the "Outlook Classic" Client
To add a shared mailbox to the "Outlook Classic" client on desktops and laptops:
- Select the Home button from the top menu bar.
- Select Add Account within the Account Information page.
- Enter the e-mail address of the shared mailbox (e.g., admission@sunyempire.edu)
- Instead of signing in with the listed shared mailbox, select Sign in with another account
- Proceed to sign in and authenticate using your individual university account (e.g., jane.doe@sunyempire.edu)
- After adding the shared mailbox, you will see a confirmation notice.
- Please restart Outlook Classic to complete the process.
Upon relaunching Outlook Classic, the shared mailbox should be listed within the left hand column. It may appear below preexisting entries, such as Favorites and Groups. The shared mailbox may further be expanded to show all folders by selecting the chevron to the left of it. It may also be dragged and dropped to place above or below other entries.
For more information on Shared Mailboxes go to Open and Use a Shared Mailbox in Outlook Classic.
For the "Outlook on the Web" Client
To add a shared mailbox to the "Outlook on the Web" client for web browsers and mobile devices:
- Launch your preferred web browser and naviage to outlook.office.com
- Sign in using your university credentials.
- Select the gear-shapred icon (⚙) in the top right corner
- In the Settings menu, choose Accounts along the left hand column, then Shared with me in the center column.
- You may view all of your currently configured shared mailboxes here. To add a new one, select the button labelled + Add.
- In the prompt, enter the full e-mail address for the shared mailbox and select Continue.
- After adding the shared mailbox, you will see a confirmation notice.
The shared mailbox should be listed within the left hand column. It may appear below preexisting entries, such as Favorites. The shared mailbox may further be expanded to show all folders by selecting the chevron to the left of it.
For more information on Shared Mailboxes go to Open and Use a Shared Mailbox in Outlook on the Web.
To Remove a Shared Mailbox
- Right-click the shared mailbox, and then click delete.