How do I gain access to a shared mailbox (Office 365)?

How do I gain access to a shared mailbox?

Aimed at:  Edinburgh Napier’s staff

If you wish to gain access to a shared mailbox, the first thing to do is to contact the owner of the mailbox and ask them to give you access rights to the Mailbox and all of the required folders.

If you do not know who the mailbox owner is then contact the IS Service Desk.

Once the mailbox owner has given you access rights to the folders then you should email the IS Service Desk with the following information:

  • Your Name
  • Your Department
  • Your Extension Number
  • The Mailbox Name

The IS Service Desk will then log a call and pass your details to the Information Services Outlook Administrator to give you delegate rights to the mailbox (this is an added security measure that Microsoft have included).

Once you have been given access to the mailbox, you will be contacted by the IS Service Desk. 

Please note: The following instructions applies on each machine, so if you change or use another machine for short period of time then you will need to re-add the mailbox.

Setting Your Account to Access the Mailbox

Once you have permissions to access the shared mailbox:

1. From within Outlook click File:

2. Select Info and click on the Account Setting button, choose Account Settings:

3. From the Email Accounts screen click Change:

4. From the Change Account screen, click More Settings:

5. Click on the Advanced tab:

6. Click on the Add button:

7. Enter the shared account name in the Add mailbox field and click OK:

You will now see the account listed under the “Open these additional mailboxes” heading.

8. Click OK.
9. Click Next.
10. Click Finish.

Show the From Field

In order to send messages on behalf of the shared mailbox you will need to enable the “From” field of the new message screen.

To show the “From” field:

  1. Open a new message.
  2. Click on the Options tab.
  3. Click the From button and the From field will appear:

Outlook will remember which mailboxes you have sent “on behalf of” on previous occasions giving you the option to select from a drop down list.

If you have any further questions regarding shared mailboxes, please contact the IS Service Desk by email or by telephoning ext. 3000.

How to Remove a Shared Mailbox from Your Profile

If you no longer use a shared mailbox you may wish to remove it from your profile.

To remove a shared mailbox from your profile:

1. From within Outlook click File:

2. Select Info and click on the Account Setting button, choose Account Settings:

3. From the Email Accounts screen click Change:

4. From the Change Account screen, click More Settings:

5. Click on the Advanced tab:

6. Highlight the mailbox you wish to remove and click Remove.

7. You will see a popup asking if you are sure you want to remove the mailbox, click Yes.
8. Click OK.
9. Click Next.
10. Click Finish.

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