Shared Mailboxes

Contents

• What is a shared mailbox?

• Requesting access

• Add / access another mailbox in Outlook

What is a shared mailbox?

Shared mailboxes are Outlook mailboxes that are associated with a department or organization instead of an individual user. A shared mailbox can allow multiple people to access and send emails from the inbox.

There are two primary types of shared mailboxes:

• Student Organization Mailboxes: AKA club mailboxes, these are mailboxes associated with the student organizations on campus run through the Student Activities Office

• Departmental Mailboxes: Mailboxes that are associated with a department or team comprised of faculty and staff

Requesting access

Between the two types of shared mailboxes, the only difference in how access is requested is who is required to request the access.

Requesting Access to a Student Organization Mailbox

1. Consult your Organization's page on Presence. A club president or co-president is the only member of the student leadership that is allowed to request access for the shared mailbox associated with your organization.

   • If the information is out of date, you will need to contact the Student Activities Office to update the information—in a pinch, the faculty/staff adviser for your organization can also submit the request.

   • After club elections, the current president (as long as they are still listed on Presence) can request access for the new president.

2. Once you've confirmed that the information on Presence is accurate, please use the Request Support button (top right of page) to fill out a Ticket form.

   • Make sure to include the email address of the Organization as well as the email addresses for any members of club leadership that will require access.

3. When it is confirmed that the requester is listed as president or co-president on Presence, we will grant access to the email(s) listed. You will get an email with confirmation that the access has been granted.

Requesting Access to a Departmental Shared Mailbox

1. Access for a departmental shared mailbox must be requested by your supervisor or manager.

2. Use the Request Support button (top right of page) to fill out the ticket form.

   • Include the email of the employee that requires access as well as the email address for the mailbox in question.

3. You will get an email with confirmation that the access has been granted.

Adding / accessing a shared mailbox in Outlook

Once access to a shared mailbox has been granted, you can add and access it via either: 

• Outlook desktop application

• Webmail