Shared Mailboxes

Shared Mailboxes

Overview

This page contains directions for adding shared mailboxes to varies Outlook email clients. To do this, you must be given permission to access the shared mailbox in advance. For directions on how to access your personal inbox, visit the Office 365 Email Setup page.

Office 365 Web Client

Adding a Shared Mailbox

  1. Log in to the Outlook web client with your Tufts credentials.
  2. Right-click on Folders in the left-hand panel and select Add shared folder or mailbox.Option to add a shared mailbox
  3. In the window that appears, begin typing the name/email of the shared mailbox. When the desired mailbox appears, select it and click Add.Searching for and adding a shared mailbox
  4. The mailbox and its subfolders will be listed in your left-hand panel.

 

Removing a Shared Mailbox

In the future, you can remove the folder by right-clicking on it and selecting Remove shared folder.

Removing a shared mailbox

  1. Log in to the Outlook web client with your Tufts credentials.
  2. Click on your profile icon in the top right corner and select Open another mailbox.option to open another mailbox
  3. Search for the shared mailbox and select it. Once it is selected, click Open.searching for and opening a shared mailbox
  4. The shared mailbox will open in a new tab. From here, you can send messages more.opened shared mailbox
  1. Log in to the Outlook web client with your Tufts credentials.
  2. Click on your profile icon in the top right corner and select Open another mailbox.option to open another mailbox
  3. Search for the shared mailbox and select it. Once it is selected, click Open.searching for and opening a shared mailbox
  4. The shared mailbox will open in a new tab. Click on the Settings icon toward the top right corner and select View all Outlook settings.Option to view all settings
  5. The Settings window will open. Be sure to save any changes you make.Settings window

Outlook Desktop Application (Windows)

Adding a Shared Mailbox

  1. Open the Outlook desktop application on your Windows machine.
  2. Click File in the top ribbon.
  3. Click the Account Settings button and select Account Settings from the dropdown menu.Opening account settings
  4. Click on your email address to select it, then click Change.Selecting a mail account to modify
  5. In the window that appears, click More Settings.More Settings option
  6. Click into the Advanced tab, then click the Add button.Option to add another mailbox
  7. Enter the name of the shared mailbox and click OK.Entering the name of the shared mailbox
  8. Click Apply, then click OK.Apply and OK buttons
  9. For the changes to take effect, close and reopen Outlook.

Removing a Shared Mailbox

  1.  Open the Outlook desktop application on your Windows machine.
  2. Click File in the top ribbon.
  3. Click the Account Settings button and select Account Settings from the dropdown menu.Opening account settings
  4. Click on your email address to select it, then click Change.Selecting a mail account to modify
  5. In the window that appears, click More Settings.More Settings option
  6. Click into the Advanced tab.
  7. Click on the shared mailbox to select it, then click Remove.
  8. Click Apply, then click OK.
  1. Open the Outlook desktop application on your Windows machine.
  2. Select New Email in the top ribbon.
  3. If the From field isn’t available in the new message window, click Options in the top menu and select “From” in the Show Fields section. The From field should now be displayed.Showing the From field
  4. Click into the dropdown menu in the From field and select the shared mailbox.Selecting a mailbox to send from
  5. Compose the email and send.

The shared mailbox settings available through the Windows desktop application are limited. For more, follow the directions in the Office 365 Web Client section on Managing Shared Mailbox Settings.

Outlook Desktop Application (macOS)

Adding a Shared Mailbox

  1. Open the Outlook desktop application on your Mac.
  2. Click File in the top menu bar, then select Open > Shared Mailbox.Option to open a shared mailbox
  3. Search for the mailbox, select it, and click Add.Searching for a mailbox to add
  4. The mailbox and its subfolders will be listed in your left-hand panel.

 

Removing a Shared Mailbox

In the future, you can remove the shared folder by right-clicking on it and selecting Remove Shared Account.

Removing shared mailbox

  1. Open the Outlook desktop application on your Mac.
  2. Start a new message.
  3. In the From field, make sure the shared mailbox you want to send from is selected as the sender.Choosing a mailbox to send from 
  4. Compose the message and send it.

The shared mailbox settings available through the macOS desktop application are limited. For more, follow the directions in the Office 365 Web Client section on Managing Shared Mailbox Settings.

  1. Open the Outlook desktop application on your Mac.
  2. In the top menu, select Outlook > Preferences.Accessing Outlook preferences on Mac
  3. A preferences window will load. To edit something, select it.Preferences menu
  4. When making changes, make sure that you have the right account selected (i.e., the shared mailbox versus your personal account).Example of adjusting a setting in the Outlook application on Mac, with a shared mailbox selected for editing

Outlook Mobile App

Adding a Shared Mailbox

  1. Open the Outlook application on your mobile device and log in with your Tufts credentials if you haven’t already.
  2. Tap your profile icon in the top left corner.Profile icon
  3. Tap the Add Account button.Add Account option
  4. Select Add Shared Mailbox.Selecting Add Shared Mailbox option
  5. Enter the email address of the mailbox and tap Add Shared Mailbox.Entering address of shared mailbox
  6. Once the mailbox has been added, you’ll see it when you tap into the accounts button in the top left corner. Select the shared mailbox to view it.Selecting a shared mailbox to view

 

Removing a Shared Mailbox

If you want to remove the shared mailbox in the future, tap the accounts button in the top left corner. Tap Settings icon in the bottom left corner, tap on the shared mailbox to select it, then tap Delete Account. This will remove the shared mailbox from your device. It will NOT delete the entire mailbox.

Removing shared mailbox

 

  1. Open the Outlook application on your mobile device.
  2. Tap the new button.
  3. When the new email opens, make sure the shared mailbox is selected as the sender toward the top of the window. If not, click on the sender and select the shared mailbox.Choosing a sender in mobile Outlook application
  4. Compose the email and send it.

The shared mailbox settings available through the mobile application are limited. For more, follow the directions in the Office 365 Web Client section on Managing Shared Mailbox Settings.

  1. Open the Outlook application on your mobile device.
  2. Tap the account icon in the top left corner.
  3. Tap the Settings icon in bottom left corner.Settings icon on Outlook mobile
  4. Tap the shared mailbox to select it.Selecting a mailbox to manage on Outlook mobile
  5. Make adjustments to available settings as necessary.Shared mailbox settings in Outlook mobile