ITS

Information Technology Services
Information Technology Services

Manage a Shared Mailbox with another person

Only the IT Admin Rep can give permissions to a shared mailbox to another person. To give another person permission to access a shared mailbox you must log into OWA (Outlook Web App).

Note:  Any changes to membership or owners takes at least 2 hours and could be overnight.

  1. Log into Microsoft Office 365 
    • Open the Settings menu
    • From the Settings menu select Mail
    • The left navigation menu will open with the Mail tab open
    • Click the General tab to open it
    • Select Distribution groups
    • Note:  the Settings menu will remain open until it is closed.  Click the x to close it

    shared-mailbox-one.png

  2. The Distribution groups screen will open 
    • The left of the screen shows Distribution group I belong to
    • The right of the screen shows Distribution groups I own
    • The Access file for your shared mailbox is here
    • Double click the name of the shared mailbox -Access to open it

    shared-mailbox-three.png

  3. The Shared mailbox -Access screen will open
    • From the left menu select the category you want to change, for example membership
    • The membership screen will open
    • Click the plus ( + ) button to open the Global Address List 

    shared-mailbox-four-new.png

  4. The Members screen will open
    • In the search box enter the name of the person you want to add
    • The name will appear below the search box
    • If there are multiple names, click the name to select it and click the plus ( + ) button beside the name
    • Click the OK button at the top left
    • Note:  If the Members screen does not open or opens a blank page, it may be a browser issue.  Try using FireFox.

    shared-mailbox-four-b.png

  5. The Membership screen will open
    • In the search box enter the name of the person you want to add and click the search icon
    • The name will appear below the search box
    • If there are multiple name, click the name to select it and click the plus ( + ) button beside the name
    • Their name will be added to the Members list at the top.  If you want to add more members follow the previous steps
    • When all the members have been added, click the OK button at the top left

    shared-mailbox-five-new.png

  6. The Shared Mailbox Access screen will re-open
    • The person you added now has permission to access the mailbox.
    • You will need to send them the email address of the shared mailbox.  The password is not required because they will access the Shared Mailbox through their own email account.
    • Click the save button. 
    • You will be returned to the distribution groups page

    shared-mailbox-five.png

 For help using a Shared Mailbox see: