Office 365: Shared Mailbox

Tags Office365

A shared mailbox is an Office 365 mailbox provided by the University and created by ITS. Shared mailboxes can have multiple users who are designated as either members (can view and email from the mailbox) or managers (can add or remove members and other managers via the Self Service website).

 

The University offers Office 365 Shared Mailboxes. To have a shared mailbox created for Office 365, complete a service request, which you also can find by logging in to the client portal and searching for "Microsoft 365 Services".

Once your shared mailbox has been set up, read the instructions below on how to access the shared mailbox via Outlook Web Application (OWA), Outlook desktop clients, and mobile devices (iPhone/iPad (iOS)  and Android).

The University requires the use of 2-Step Verification for Office 365, so visit 2-Step Authentication: Setup MFA (Microsoft Multi-Factor Authentication) for Office 365 for information on how to set that up.

 

Select your Operating System/Device:

 

Outlook Web Application (OWA)

Option 1 (Recommended):

Mailbox name: dept-prefix_mailbox.smb (example:  its_mailbox.smb)

  1. Navigate to https://outlook.office365.com/owa/mailbox.smb@ad.unc.edu (substituting the shared mailbox for ‘mailbox’) or https://outlook.office365.com/owa/emailaddress (name@unc.edu).
  2. Enter your onyen@ad.unc.edu for the username and onyen password when prompted.
  3. After logging in, you will be working in the shared mailbox.

Option 2:

  1. Log in to Outlook Web Application (OWA) with your onyen@ad.unc.edu and onyen password.
  2. Select the drop-down link displaying your name or icon at the top right corner of the window.
  3. In the drop-down, select Open Another Mailbox in this window and enter the name of the shared mailbox.
  4. A new window will open and you will be working in the shared mailbox.

 

Windows—Outlook 365, 2019, and 2016

Option 1 (Recommended):

Adding the Shared Mailbox this way saves any mail sent by the user in the Sent Items folder on the Shared Mailbox. This also lets the user send emails on behalf of or “From” the mailbox.

365 and 2019

  1. While logged in to Outlook select File tab and click on the Add Account button.
  2. On the Add Account pop-up window enter the following information:
    1. E-mail address: mailbox.smb@ad.unc.edu (substituting the shared mailbox for ‘mailbox’) or Alias (name@unc.edu).
  3. Click on Connect
  4. On the Microsoft Sign in. Enter the email address as onyen@ad.unc.edu, and click Next.
  5. Enter your onyen password.
  6. Verify with 2-Step Verification for Office 365 (MFA)
  7. You will be prompted to restart Outlook.  You must do this before the shared mailbox will appear.
  8. You will now have a permanent link to the shared mailbox in your mail folder hierarchy.

2016

  1. While logged in to Outlook select File Tab and click on the Add Account button.
  2. On the Add Account pop-up window enter the following information:
    1. Your Name: Enter your name.
    2. E-mail address: mailbox.smb@ad.unc.edu (substituting the shared mailbox for ‘mailbox’) or Alias (name@unc.edu).
    3. Password:  Onyen Password
  3. On the Window Security pop-up that says “Connecting to mailbox name”.
  4. Click the More Choices link and Use a different account
  5. In the Username field enter your username as onyen@ad.unc.edu, and in the password field enter your onyen password.
  6. Check the box by Remember my credentials.
  7. Select OK.
  8. If or when prompted for an additional password, click Sign in with another account.
  9. Click the X to clear out the email address there and enter onyen@ad.unc.edu and Onyen Password on the UNC login prompt.
  10. Click the Finish button.
  11. You will be prompted to restart Outlook.  You must do this before the shared mailbox will appear.
  12. You will now have a permanent link to the shared mailbox in your mail folder hierarchy.

Option 2:

  1. While logged in to Outlook select File Tab and click the Account Settings drop-down list. Select Account Settings.
  2. In the 'Account Settings' window highlight your Microsoft Exchange account and select Change.
  3. In the 'Change E-mail Account', window click on the More Settings button.
  4. Navigate to the Advanced tab.
  5. In the ‘Open these additional mailboxes' display select the Add button.
  6. Enter the name of the shared mailbox and select OK.
  7. Select OK again and close all previous windows.
  8. You will now have a permanent link to the shared mailbox in your mail folder hierarchy.

 

macOS:

Outlook 365, 2019, and 2016

  1. While logged in to Outlook select Tools and then Accounts.
  2. In the Accounts window highlight your Microsoft Exchange account and click the Delegation and Sharing button.
  3. Click on the Shared with Me tab on the next screen.
  4. You should see a section labeled Open these additional mailboxes.
  5. Click Add or + button.
  6. In the Choose a Person search field, enter the name of the shared mailbox.
  7. Highlight the mailbox name then click Add and OK to close all previous windows.
  8. You now have a permanent link to the shared mailbox in your mail folder hierarchy.

 

iPhone/iPad (iOS)

Outlook App (Recommended)

The new Outlook Mobile App does allow the addition of a Shared Mailbox. Please visit the Microsoft Article Add a Shared Mailbox to Outlook Mobile.

Apple Mail Client

The Apple Mail Client no longer works based on the recent updates.  Please use the Outlook App.

 

Android

 

Outlook App

The new Outlook Mobile App does allow the addition of a Shared Mailbox. Please visit the Microsoft Article Add a Shared Mailbox to Outlook Mobile.

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Details

Article ID: 77
Created
Fri 5/24/24 9:12 AM
Modified
Tue 7/23/24 12:11 PM