Audience
Faculty & Staff
Task
Accessing the department shared mailbox based on the version of Outlook users have and requesting delegation of the shared mailbox.
Send from shared mailbox.
Instructions
There are 3 ways to find the shared mailbox, the different methods are dependent on which version of Outlook. This can be the Classic, New, or Web version.
Regardless of which version, sign into MS Outlook with the employee CPCC account.
Mailbox Delegation and Permissions
Users are not able to delegate shared mailboxes to other users. Please send a request to ITS to access a shared mailbox, if access has been granted but the user is not able to send/reply from the shared mailbox, please state in the request to ITS. ITS is currently working on creating a service offering for shared mailboxes.
This can be identified by this icon on the taskbar
In the upper right corner, it would also suggest "Try the new Outlook" with a toggle that says "Off"
If in the Classic Outlook, the Shared mailboxes can be found on the left panel near the bottom, it will display the name of the mailbox. In this example, the shared mailbox is called Lynx Alert.
Look for this icon
In the New Outlook, there should be a Shared with me section, users may have to click the “ >” to see the mailbox. In this example, the shared mailbox is Lynx Alert.
Signing in from the web browser, the user has to manually add in the shared mailbox. There are 2 methods:
Method 1:
1. Click on the profile picture in the upper right corner and select Open another mailbox
2. Search for the mailbox by name or email and select from the dropdown menu. In this example, the shared mailbox is Lynx Alert.
3. Click Open to add it in and access the mailbox
Method 2:
1. Hover over Folder and click the 3 horizontal dots ( ... ), then select Add shared folder or mailbox.
2. Search for the shared mailbox by name or email and select from the dropdown
3. Click Add. The mailbox should show at the bottom of the left panel.
Send from Shared Mailbox
New Email
1. Select New Email
2. Select the dropdown under the section From. If From field is not there follow the steps below depending on the version of Outlook
2.1 Classic: Select Options > 3 ellipses ( ... ) > From
If mailbox email is not found select Other Email Addresses
Type in shared mailbox email, if assistance is needed in finding the correct one, select From; otherwise select OK after mailbox email is entered.
The From field should show mailbox name and now when sending a message from the shared mailbox, the address will be available in the From drop down list.
2.2 New: Select Options > From
If the shared mailbox does not show in the drop down list, select Other Email Address and type in mailbox email.
The From field should show mailbox name and now when sending a message from the shared mailbox, the address will be available in the From drop down list.
Reply from Shared Mailbox
Open the email message to reply to.
In the From field at the top of the message, the user should see the name of the shared mailbox. If shared mailbox does not show, choose the From drop down box and choose the shared mailbox.
