Shared Mailboxes in Office 365

- How to setup Outlook on your Computer

- How to setup Outlook on the Web

- How to setup your mobile device

If you are using a shared mailbox, such as a departmental mailbox you can use Outlook or your mail client to open and view email from a shared mailbox and send on behalf of the shared mailbox.


Use the quick links below to skip directly to the sections you require:

1. To setup the shared mailbox in Outlook

2. To send as the shared mailbox

3. To setup the shared mailbox in Outlook Web Access (OWA)

4. How to Change the From Address in Outlook Web Access (OWA)

5. Always show the Bcc and From field in Outlook on the Web (OWA) and Outlook.com

6. How to configure the shared mailbox on iOS – iPad or iPhone or Android

 


 

To setup the mailbox in Outlook

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1. Open Microsoft Outlook.

2. Left click File at the top of the Outlook window. A menu similar to below appears:

3. Left click Account Settings. A window similar to number below appears.

4. Double left click the account highlighten in grey.  A window similar to number below appears.

5. Left click More Settings… A window similar to the following appears:

6. Left click the tab Advanced, left click Add… a dialogue window will appear, type in the name of the shared mailbox as given to you.

7. Left click OK to all the open windows.

8. The Inbox for the shared mailbox opens in Outlook. To confirm this, the name of the shared mailbox should appear below your Inbox on the left hand side of Outlooks Folders list.

 

To send as the shared mailbox

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In order to send on behalf of the shared mailbox, you must specify the shared mailbox email address in the From field. To add the From field to your email message:

1. Left click New Email to create your email message.

2. Left click Options. Under Options, in the Show Fields area, left click From.

3. The From field will appear at the top of your email message.

4. Left click the drop-down arrow on the From field. The first time you send on behalf of the shared mailbox you must select the shared mailbox via the Other Email Address option. After that, the shared mailbox should appear as an option in the list.

5. Left click Other E-mail Address from the drop-down list. The following dialog box appears.

6. Enter the shared mailbox email address in the From field or use the From… button to search for the shared mailbox name.

7. Once the shared mailbox email address is displayed in the From field, left click OK. The email message should now display the shared mailbox email address in the From field.

8. When the email message is ready, left click Send.

 

To setup the mailbox in Outlook Web Access (OWA)

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To add the shared mailbox so it displays under your Inbox in Outlook Web Access:

1. Sign in to your account in Outlook web app. https://outlook.office.com

2. Right-click your primary mailbox in the left navigation pane, and then choose Add shared folder

3. In the Add shared folder dialog box, type the name or email address of the shared mailbox, and then click Add.

(To confirm this, the name of the shared mailbox should appear below your Inbox on the Outlook Folders list.)

(You can remove the shared mailbox from your folder list, to remove it right-click the shared mailbox and then click delete.)

 

 

How to Change the From Address in Outlook Web Access (OWA)

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It's not quite as intuitive in OWA as opposed to Outlook but it can still be managed. You need to display the From field for the message you are composing in OWA:

1. Sign in to your account in Outlook web app. https://outlook.office.com.

2. Left click New.

3. Left click the  ellipses button and select Show From as below.

4. Right-click on your email address in the From field and select Remove as below.

5. Now type in the email address of the shared mailbox you want to send the email as.

Note:  You need to have rights to send as the user in order for this to work properly, otherwise you will get an error message saying "You don't have rights to send as this user." Please contact ICT Services 4 Education if you receive this error and believe you should have the rights to send from the shared mailbox.

 

 

Always show the Bcc and From field in Outlook on the Web (OWA) and Outlook.com

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This will explain how to keep the From field permanently on view when using Outlook on the Web. When you’re using Outlook in your browser as part of the Office 365 account, the From field will not be shown when composing a message. The commands to show them in the compose email view are relatively easy to discover but the option to always show these fields is hidden away in the options. You can make them visible by default in the following way:

1. Sign in to your account in Outlook web app. https://outlook.office.com.

2. Open the Options page by clicking on the Gear icon in the top right corner.

3. Office 365 (Exchange Online) choose Mail near the bottom of the Settings panel that opens.

4. In the Options screen choose: Mail-> Layout-> Message format.

5. Here you can enable/disable the options - Always show From and the optionally Always show BCC by left clicking the desired tick box.

6. Press the Save button to save your changes.

 

How to configure shared Office 365 mailbox on iOS – iPad or iPhone

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Note: Android devices will use the same settings but you will see different screens throughout the setup process

Configuring a shared Office 365 mailbox on an iOS device using IMAP

1. Set your iOS device to Airplane Mode. You can find this at the top of the list in Settings.

2. On the iPad or iPhone, go to Settings > Mail, Contacts, Calendars > Add Account

3. Select Other from the list of types.

4. Select Add Mail Account.

5. Enter a Name for the mail account (e.g. "Enquiries").

6. Enter the email address of the shared mailbox.

7. Enter the password of a mailbox that has access to the shared mailbox (e.g. your own password if you have access to the shared mailbox).

8. Enter a description for the mailbox (e.g. "Enquiries").

9. Tap Next.

10. Select IMAP.

11. Fill in the blank information, as follows:

i) Host name: outlook.office365.com
ii) In the user name box, enter the email address of the account that has access to the shared mailbox, followed by a "\" and then the email address of the shared mailbox itself. (eg "your.name@yourschool.norfolk.sch.uk\enquiries@yourschool.norfolk.sch.uk ") 
iii) Outgoing mail server: smtp.office365.com
iv) User name: Enter the email address of the mailbox with the permission to "send as" the shared mailbox.
v) Password: Enter the password of the mailbox with the permission to access the shared mailbox (same as step 'iv' above).


vi) Tap Next.

12.  As your device is in Airplane Mode, it will be unable to check your settings and will produce this warning:

The IMAP server "outlook.office365.com" is not responding. Check your network connection and that you entered the correct information in the "Incoming Mail Server" field.

Simply tap OK on the message, then Next and then tap Save.

13. Tap Save.

 
 
14. Tap the email account you have just created from within the list of accounts.
 
15. Tap the Account field.
 
16. vScroll to the bottom of the page and tap Advanced.
 
17. Scroll down and switch on the setting called Use SSL.
 
18. Tap Account in the top-left corner of the screen.
 
19. Tap Done in the top-right corner of the page
 
20. Tap OK on the warning message again.
 
21. Tap Done in the top-right corner of the page again.
 
22. Tap Save.
 
23. Tap Mail in the top-left corner of the page.
 
24. Tap Settings in the top-left corner of the page.
 
25. Scroll to the top of the settings page and switch Airplane Mode off.
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