Outlook Client: Shared Departmental Mailbox Setup

Introduction

This page contains instructions on how to manage department and organization mailboxes. Please note, if you are authorized in Exchange as the person managing the mailbox, you will be able to open the mailbox for that account as an additional mailbox in Outlook.

To access a departmental email account via a browser, please refer to the Exchange Online (Office 365): Shared Departmental Mailbox via a Browser article.

Note:

• If you do not have access, please have an authorized user of the mailbox create a Help Desk Ticket requesting you access.
• These instructions are not intended for users with the Outlook (new). Please use the Outlook client from the Office 365 suite to proceed with the instructions below.

This article is divided into different sections. Please click on the desired link to jump to that section:

• Adding Departmental Account
• Granting Others Permission to a Folder
• Sending Mail From Departmental Mailbox in Outlook

Instructions

Adding Departmental Account

1. Open Microsoft Outlook
2. Click File tab at the top left side
   
3. Select Account Settings from Info tab and click Account Settings...
   
4. Select your exchange account under the E-mail tab
   
5. Click Change
   
6. Click More Settings
   
7. Click the Advanced tab
   
8. Click Add
   
9. Type mailboxname in the Add mailbox field and click OK
   
10. Click OK
    
11. Click Next
12. Click Finished
13. Click Close

Granting Others Permission to a Folder

You must first grant permission to the mailbox.

1. Right-click on the desired mailbox and click Data File Properties
   • Note: The permissions are not inherited. If you wish to give access to every folder in the mailbox, you must perform the following steps for the mailbox, and then repeat the steps for every folder inside the mailbox that you want them to have access to.
      
2. Click Permissions tab and click Add
   
3. Find the account in the Global Address Book and click Add
   
4. Click OK
5. Choose the level of permission using the down arrow next to Permission Level
   
6. Click OK
   
7. Repeat the above steps for each folder you want to grant access to

Sending Mail From Departmental Mailbox in Outlook

1. Click New Email under Home tab
   
2. Click the Options tab
   
3. Click From in the Show Fields group
   
   • Note: The From line will appear on your new message screen (These steps only have to be done once. The next time you want to send a message, the From line will appear automatically.)
      
4. Click From
   
5. Select the account through the Global Address Book
   • Note: The account must be selected from the Global Address Book. If the account is typed in the From field, you will be unable to send mail from account. You can only send email from accounts that you have been granted access to by Exchange administrators. You cannot send email from an email account that you have been given access to by others.
      
6. Compose the email as normal and click Send