How to add a shared mailbox
A shared mailbox is an email address only. In order to access the shared mailbox, you need to be added as a "member" to the access group for the shared mailbox and then add the email address to your U of G account. Please see this page to help determine what version of outlook you have and some general steps on how to use a Shared Mailbox. All sent email messages will be in the "Sent Items" folder of the shared inbox.
Outlook Desktop Classic (Windows)
1. Go to File > Account Settings > choose the first option Account Settings
2. Click on your email address to highlight it and then click on Change.
3. In this new window, select More Settings at the bottom left.
4. In this new screen with the title Microsoft Exchange, click on the Advanced tab, select Add. Enter the email address of the shared inbox and Click OK and then click on Apply on the Exchange Account screen.
5. Close all of the screens. Close Outlook Desktop app software. Wait a few minutes and then open it. If you do not see the shared inbox email address underneath your U of G email, close outlook desktop and re-start your machine.
Outlook Desktop Classic (Windows)
1. Go to File > Account Settings > choose the first option Account Settings
2. Click on your email address to highlight it and then click on Change.
3. In this new window, select More Settings at the bottom left.
4. In this new screen with the title Microsoft Exchange, click on the Advanced tab, select Add. Enter the email address of the shared inbox and Click OK and then click on Apply on the Exchange Account screen.
5. Close all of the screens. Close Outlook Desktop app software. Wait a few minutes and then open it. If you do not see the shared inbox email address underneath your U of G email, close outlook desktop and re-start your machine.
Add a shared mailbox (or a delegated mailbox):
1. Tools menu, choose Accounts, select the account that has access to the mailbox
2. Select Delegation and Sharing
3. Choose Shared with Me tab.
4. Choose "+" to add the shared mailbox (or delegated mailbox).
5. To open the shared mailbox without adding it to outlook go to File > Open > Shared Mailbox and select the mailbox.
Add a shared mailbox (or a delegated mailbox):
1. Tools menu, choose Accounts, select the account that has access to the mailbox
2. Select Delegation and Sharing
3. Choose Shared with Me tab.
4. Choose "+" to add the shared mailbox (or delegated mailbox).
5. To open the shared mailbox without adding it to outlook go to File > Open > Shared Mailbox and select the mailbox.
1. Right-click on your email address on the left hand navigation pane, choose "Add Shared Folder or Mailbox".
2. A new window will open, enter the shared inbox address - xXxxx@uoguelph.ca and choose Add.
1. Right-click on your email address on the left hand navigation pane, choose "Add Shared Folder or Mailbox".
2. A new window will open, enter the shared inbox address - xXxxx@uoguelph.ca and choose Add.
Outlook on the Web (email in a browser)
1. Make sure your machine has done all of its updates, this ensures the browser is up-to-date. Out-of-date browsers may have a problem displaying your email folders and shared mailboxes correctly.
Right-click on your U of G email address and then choose Add Shared folder or mailbox.
2. In the new window, enter the shared inbox email address. This email address should match with a known address. Choose Continue.
3. If your account does not have permission to use this account, you will see red x. The shared inbox email address should now be listed below your U of G email address on the left side.
Outlook on the Web (email in a browser)
1. Make sure your machine has done all of its updates, this ensures the browser is up-to-date. Out-of-date browsers may have a problem displaying your email folders and shared mailboxes correctly.
Right-click on your U of G email address and then choose Add Shared folder or mailbox.
2. In the new window, enter the shared inbox email address. This email address should match with a known address. Choose Continue.
3. If your account does not have permission to use this account, you will see red x. The shared inbox email address should now be listed below your U of G email address on the left side.
A shared mailbox can be added to Outlook Mobile app on a smart phone and tablet. Go to this Microsoft page for steps.
A shared mailbox can be added to Outlook Mobile app on a smart phone and tablet. Go to this Microsoft page for steps.
Access Group for Shared Mailbox
An access group is made when a shared mailbox is created. Owner(s) are assigned to the access group. Owners can add and remove "members" from the access group and they can also add and remove other owners. In order to open and use a shared mailbox, you need to be a member of the access group.
If you are an owner of an access group, it will show under your list of Groups, at the bottom left of your email below your mail folders. Click on the arrow to expand.
Access Group for Shared Mailbox
An access group is made when a shared mailbox is created. Owner(s) are assigned to the access group. Owners can add and remove "members" from the access group and they can also add and remove other owners. In order to open and use a shared mailbox, you need to be a member of the access group.
If you are an owner of an access group, it will show under your list of Groups, at the bottom left of your email below your mail folders. Click on the arrow to expand.
1. If email is not loading for the shared mailbox (or you are not getting new email), close outlook, re-start your machine. This will clear the local cache. Open outlook and see if the shared mailbox is working. If it is still not working, remove the shared mailbox, close outlook and re-start your machine. Re-add the shared mailbox.
Remove a shared mailbox Outlook Classic: Go to File > Account Settings > Account Settings. Click on your main account, select More Settings, open the Advanced tab on the bottom left. Choose the shared mailbox under Mailboxes, choose Remove. Close all of the windows and close outlook.
Remove a shared mailbox Outlook New: Go to Settings > Accounts > Shared with me. Find the shared mailbox and choose Remove.
Remove a shared mailbox Outlook on a mac: Right-click (or control-click) the shared mailbox on your left-hand pane folder and select Remove Shared Account. Alternatively, go to Tools > Accounts, choose Delegation and Sharing, open the Shared with Me tab, select the shared mailbox and click on the "-" button.
2. How to Add multiple Signatures: If you need multiple signatures for the shared mailbox, this can only be if you use outlook desktop client (not email in a browser). See this page for how to configure multiple signatures.
3. How to add an auto-reply to a shared mailbox:
a) Login to your staff account in email in a browser.
b) Click on your profile picture /initials in the top right corner. Choose Open another mailbox, type in the email address of the shared mailbox and choose Open.
c) Click on the Settings gear icon on the top right corner of the shared mailbox. Select Account from the left hand column and then choose Automatic Replies.
d) set the Automatic replies to on and enter the custom message. Click Save at the bottom of the panel.
1. If email is not loading for the shared mailbox (or you are not getting new email), close outlook, re-start your machine. This will clear the local cache. Open outlook and see if the shared mailbox is working. If it is still not working, remove the shared mailbox, close outlook and re-start your machine. Re-add the shared mailbox.
Remove a shared mailbox Outlook Classic: Go to File > Account Settings > Account Settings. Click on your main account, select More Settings, open the Advanced tab on the bottom left. Choose the shared mailbox under Mailboxes, choose Remove. Close all of the windows and close outlook.
Remove a shared mailbox Outlook New: Go to Settings > Accounts > Shared with me. Find the shared mailbox and choose Remove.
Remove a shared mailbox Outlook on a mac: Right-click (or control-click) the shared mailbox on your left-hand pane folder and select Remove Shared Account. Alternatively, go to Tools > Accounts, choose Delegation and Sharing, open the Shared with Me tab, select the shared mailbox and click on the "-" button.
2. How to Add multiple Signatures: If you need multiple signatures for the shared mailbox, this can only be if you use outlook desktop client (not email in a browser). See this page for how to configure multiple signatures.
3. How to add an auto-reply to a shared mailbox:
a) Login to your staff account in email in a browser.
b) Click on your profile picture /initials in the top right corner. Choose Open another mailbox, type in the email address of the shared mailbox and choose Open.
c) Click on the Settings gear icon on the top right corner of the shared mailbox. Select Account from the left hand column and then choose Automatic Replies.
d) set the Automatic replies to on and enter the custom message. Click Save at the bottom of the panel.