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Information Technology Services
Information Technology Services

Access a Shared Mailbox through Outlook 2016 for Mac

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.    

Benefits:

  • 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. 
  • When email is sent you choose which mailbox it will be sent from
  • Copies of Sent email are filed in the Sent Items folder of the mailbox that the email is sent from
  • When replying to email the from address is set to the shared mailbox by default
  • When using Rules it is seen as a discrete mailbox

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

Follow these instructions to configure your Outlook client to receive and send Email for a shared Account.

  1. Start Outlook 2016
    • Open the Outlook menu
    • Select Preferences...

    screen shot illustrating the above step

  2. The Outlook Preferences screen will open
    • Select Accounts

    screen shot illustrating the above step

  3. The Accounts screen will open
    • Select your email account from the left menu.  Your account details will be shown on the right panel.
    • Click the plus (+) button in the bottom left corner
    • Select New Account... from the drop down menu

    screenshot illustrating above step

  4. The Setup your Email screen will open
    • In the E-mail field enter the email address for the shared account
    • Click Continue

    screenshot illustrating above step

  5. The Queen's University login prompt screen will open
    • You will not be logging into the shared mailbox with a password.  You will use your personal NetID and password to access the shared mailbox.
    • Click the link to Sign in with another account.

    screenshot illustrating above step

  6. The Microsoft Sign in screen will open
    • Enter your NetID@queensu.ca email address
    • Click Next
    • You will then be prompted to enter the password for your NetID
    • Click Sign in

    screenshot illustrating above step

  7. The Set Up Your Email screen will re-open
    • A Connecting to Office365... message will appear as the shared account is added to yours

    screenshot illustrating above step

  8. The set up is complete you will see the following screen
    • Select Done

  9. Your shared mailbox now will show up in your account list.
    • Note that the shared mailbox has its own Inbox, Drafts, Sent Items, Deleted Items and Junk E-mail folders
    • You can also create additional folders  by right mouse clicking on the Mailbox name and selecting New Folder
    • The Inbox, Drafts, Sent Items and Deleted Items for your personal account are at the top of the Folder list.

    screenshot illustrating above step

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.  Once you have more than one mailbox the From: field will be visible and you will be able to choose from which mailbox the email should be sent.  Email sent from the shared mailbox will be stored in the shared mailbox's Sent Items folder (when you use the preferred method to configure your shared account).  

  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 you have multiple account setup the From: field will have a drop menu that allows you to select who the email is from.
    • Select who the email will be from
    • Complete the To:, Subject: and body of the email as usual and click the Send button
    • A copy of the email will be saved in the Sent Items folder

    screenshot illustrating above step

Last Updated: April 5, 2018