Shared Mailbox Access

Audience

Faculty & Staff

Task

1. Accessing the department shared mailbox based on the version of Outlook users have and requesting delegation of the shared mailbox.
2. Send from shared mailbox.
3. Set up Automatic Replies

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. 

1. 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.

Classic Outlook

This can be identified by this icon on the taskbar 

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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. 

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New Outlook

Look for this icon

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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.

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Web Client

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

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2. Search for the mailbox by name or email and select from the dropdown menu. In this example, the shared mailbox is Lynx Alert.

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3. Click Open to add it in and access the mailbox

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Method 2:

1. Hover over Folder and click the 3 horizontal dots ( ... ), then select Add shared folder or mailbox.

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2. Search for the shared mailbox by name or email and select from the dropdown

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3. Click Add. The mailbox should show at the bottom of the left panel.

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2. 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

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If mailbox email is not found select Other Email Addresses

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Type in shared mailbox email, if assistance is needed in finding the correct one, select From; otherwise select OK after mailbox email is entered.

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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.

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2.2 New: Select Options > From

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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.

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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.

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3. Automatic Replies

Auto-replies and Rules can only be set up from the Web client.

Navigate to Outlook.office365.com and sign in if not already.

Select the profile icon/picture from the upper right corner and select Open another mailbox

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Type in the shared mailbox email address, there should be a dropdown to select the mailbox, the example used below is the Lynx Alert mailbox:

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Select open once the mailbox is selected, this will open a new window with just the shared mailbox. Select the Settings Icon in the upper right corner. Automatic replies can be found near the bottom of the second left panel. Note: Rules can be set from here as well.

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Toggle to Turn on the Automatic replies and configure the settings then Save.

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Details

Article ID: 19561
Created
Tue 5/14/24 8:04 PM
Modified
Tue 7/23/24 3:13 PM