Accessing Shared Mailboxes

Important Note: To be able to follow these instructions you must first be granted permission to the Shared Mailbox you need access to by IIT. Please submit a Web Services ticket for support.

A shared mailbox makes it easy for a group of people to monitor and send email from a single address. When a person in the group replies to a message sent to the shared mailbox, the reply appears to come from the shared address, not from the individual person.

A shared mailbox is not designed for direct log on. Users with permissions to a shared mailbox will access it from their own account.

Open a shared mailbox in Outlook desktop client (Windows)

After a Microsoft admin has added you as a member of a shared mailbox, close and restart Outlook. The shared mailbox should automatically display in your Folder pane.

If you were only recently added to a shared mailbox, it may take a few minutes before the mailbox appears. You may need to restart Outlook again.

If you need to manually add the shared mailbox:

  1. Open Outlook desktop client.
  2. Select the File tab in the ribbon.
  3. Select Account Settings, then select Account Settings again from the menu.
  4. Select the Email tab.
  5. Make sure your main college account is highlighted, then select Change.
  6. Select More Settings > Advanced > Add.
  7. Enter the full email address of the shared mailbox (sharedmailboxname@hvcc.edu).
  8. Select OK > OK.
  9. Select Next > Finish > Close.

Open a shared mailbox in Outlook Webmail

There are two ways you can interact with a shared mailbox in Webmail.

Add as Folder under your primary email

The shared mailbox and its folders will display on the left navigation pane each time you open Webmail.

  1. Sign into your Hudson Valley Webmail.
  2. Right-click Folders in the left navigation pane, and then choose Add shared folder.
  3. In the Add shared folder dialog box, enter the full email address of the shared mailbox, and then click Add.

Open as Another Mailbox

The shared mailbox will open in a new browser tab as a full mailbox. This is the method you must use if you need to adjust the mailbox settings, such as adding filter Rules or Automatic Replies.

  1. Sign into your Hudson Valley Webmail.
  2. At the top right of the page, select your profile icon. This may be your profile photo, or your initials, depending on your settings.
  3. Select Open another mailbox.
  4. Enter the full email address of the shared mailbox and then select Open.

If you use Outlook for iOS or Outlook for Android, you can add a shared mailbox if you have permissions to access the mailbox on Outlook Mobile.

Notes: 

  • Outlook for iOS and Android supports shared mailboxes when your mailbox and shared mailbox are located in Exchange Online and using the native Microsoft sync technology. 

  • Refer the following link for more information: Outlook for iOS and Android in Exchange Online: FAQ.

Use a shared mailbox on a mobile device (phone or tablet)

To access a shared mailbox on a mobile device, use the following steps. 

  1. Sign in to your primary account in Outlook for iOS or Android.

  2. Tap the Add Account button in the left navigation pane, then tap Add a Shared Mailbox. 

  3. If you have multiple accounts in Outlook Mobile, select the account that has permissions to access the shared mailbox. 

After the account setup process completes, the shared mailbox will display in your account list in Outlook for iOS or Outlook for Android. 

To remove a shared mailbox, go to Settings > Accounts. Then tap on the shared mailbox and select Delete Account. 

Souce: https://support.microsoft.com/en-us/office/add-a-shared-mailbox-to-outlook-mobile-f866242c-81b2-472e-8776-6c49c5473c9f

Print Article