Information Technology Services
Information Technology Services

Access a Shared Mailbox through Outlook 2013

A shared mailbox is a special email account that makes it easy for multiple individuals to read and respond to the email received in the shared mailbox. A shared mailbox is not owned by the person or persons who receive and respond to the email; it is owned by the department (or organization). Permissions to access the shared mailbox are controlled by the department's Exchange Administrator.    

Rather than log into the shared mailbox account, the user is given permissions to access the account.  They configure their email client (Office 365 and Outlook) to access the account, logging in with their own NetID and password.  When they respond to an email in the shared mailbox, instead of the From: field containing their name, it will contain the name of the Shared Mailbox account.  When a message is sent or replied to, the email looks like it was sent by the shared mailbox, not from the individual who is actually sending the email. 

For information on requesting and setting sharing permissions see the Resource Management tutorial.

Configure Your Outlook Client to Receive and Send Email for a Shared Account

  1. Make sure Outlook is completely closed before you begin
    • Open the Control Panel
    • Select Mail (32 bit)


  2. The Mail Setup - Outlook screen will open 
    • Click the Email Accounts... button


  3. The Account Settings screen will open
    • On the E-mail tab click the New... button


  4. The Add Account screen will open
    • Type the email address of the shared mailbox into the Email Address field
    • Click the Next button


  5. Outlook will now attempt to configure the shared mailbox.
    • If this step fails please call the IT Support Centre for assistance, 613-533-6666


  6. The Windows Security screen will open 
    • In the username field enter your email address 
    • In the Password field enter your NetID password
    • Click the Remember my credentials checkbox to save your login information
    • Click the OK button


  7. The Add Account screen will now show three green checkmarks 
    • Click the Change account settings checkbox
    • Click the Next button


  8. The Add Account - Server Settings screen will open 
    • Here you can set the amount of mail that is cached. For best search results choose Full by moving the slider to the far right
    • Then click the More Settings... button


  9. The Microsoft Exchange screen will open to the General tab 
    • Click the Advanced tab


  10. On the Advanced tab
    • Uncheck the Download shared folders checkbox
    • Click the OK button


  11. The Add Account - Server Settings screen will re-open
    • Click the Finish button


  12. Launch Outlook.
    • The shared mailbox has now been added to the list of accounts in the left navigation menu
    • You can switch between accounts by clicking the appropriate inbox for each account


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Sending Email From a Shared Mailbox in Outlook

When you send a new email from the shared mailbox you will need to ensure that the From: field contains the name of the shared mailbox and not your name.  By adding a shared mailbox to Outlook using the steps above, the From: field will now be visible when you compose a new email and allow you to select the shared mailbox. If you added the shared mailbox using a different method than above you may need to unhide the From: field.

  1. From the Outlook main menu select the New Email button to send a new email
    • The New Email screen will open
    • Examine the new email.  If the From field is visible skip to step 3
    • If the From field is not visible, continue with the next step


  2. In the New Email screen click the Options tab
    • Select the From button
    • The From field will now be visible and be pre-populated with your email address


  3. Click the down arrow beside the From button
    • If you used the above method of adding a shared mailbox you will now see the shared mailbox address as an option in the list and can skip to step 5
    • If you added the shared mailbox using a different method you may have to add it to the list. In that case select Other E-mail Address...


  4. The Send From Other E-mail Address screen will open
    • enter the email address of the shared mailbox
    • Click the OK button


  5. The New Email screen will re-open
    • The From field will now be populated with the address of the shared mailbox
    • In future you will be able to select from which email address to send email - your personal email account or the shared mailbox.


  6. When replying to an email sent to the shared mailbox the From field contains the name of the shared mailbox


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