Departmental Shared Mailbox - Setup and Access

Body

Summary

The following detail how to create a new shared mailbox, then add and remove it from your email client.

Requesting Mailbox

To request a new Departmental Shared Mailbox, please compelete the request form at the link below

https://services.ku.edu/TDClient/812/Portal/Requests/TicketRequests/NewForm?ID=e9i-NhMbmq8_&RequestorType=ServiceOffering

Student Groups:

Student groups will need to have the request submitted by a Faculty/ Staff member on behalf of the group.

Adding & Accessing Shared Mailbox

Outlook - Mac

In the Menu Bar, select Outlook then Settings. On older versions of MacOS, the option will be called Preferences.
Select Accounts.
Select your KU Account, then select Delegation and Sharing.
Under the Shared with Me section, select the + button.
Type the departmental shared account you wish to add, select it from the list (if necessary), and select Add.
Select OK.
Close the Accounts screen.

The departmental shared mailbox is now available from the navigation pane. You will also be able to view the shared mailbox calendar in Outlook.

Outlook - Mobile App

For accounts migrated to the cloud, the Outlook mobile application offers the option to add a shared mailbox — so long as the shared mailbox has also been migrated to the cloud. To add a shared or departmental mailbox to your Outlook application, follow the instructions below.

Open the Outlook application on your mobile device.
Tap the menu icon in the upper left corner of the Outlook application to open the menu sidebar.
Tap the "Add Account" icon, located in the upper left. It looks like an envelope with a plus icon.
Select Add a shared mailbox.
Enter the email address for your shared mailbox and click Continue.
Switch between accounts by opening the Outlook menu and selecting the account that you want to view.

Outlook Web App (OWA)

Add a Departmental Shared Mailbox to an Individual Account in the Outlook Web App

This process will add a Shared Mailbox as a folder to OWA the same way it is displayed in Outlook 2013/2016:

Sign in to OWA at outlook.office.com with your KU Online ID and password.
Below the favorites list, right-click on your email address on Folders and select Add shared folder.
In the Add shared folder dialog, search the directory for the display name of the Shared Mailbox.
Select Add.

The Shared Mailbox will now be displayed as a collapsible folder below your individual mailbox.

Access Methods

There are two ways to access a Departmental Shared Mailbox through the Outlook Web App (OWA).

Log directly into the Departmental Shared Mailbox:

In your web browser, type https://outlook.office365.com/mail/exampleMailbox@ku.edu(Where example mailbox is the email address of the departmental shared mailbox).
Fill in your KU email address. This will route you to the KU single sign-on page.
Sign in with your Online ID and KU Password.

Once you have signed in, the departmental mailbox will open. If you do not have access to this mailbox, you'll get an error message indicating as much.

Access departmental shared mailboxes from your personal OWA account:

Sign in to OWA at outlook.office365.com.
Fill in your KU email address.
Log in using your KU Online ID and KU Password.
Click your name in the top right corner.
Select Open another mailbox.
Type the email address of the account you wish you open; select the mailbox when presented.
Click Open.

Once you click Open, the departmental mailbox will open in another tab in your browser.

Outlook - Windows

Note: Screenshots in this article reference Outlook 365 on a computer running Windows 10. While visuals may vary between versions, the procedure should be generally the same.

Open Outlook on your computer.
Click File in the upper left corner.
Click Account Settings and select Account Settings.
Select your email account and click Change from the menu at the top.
Click More Settings. Depending on your version of Outlook, this may be located in the bottom right or bottom left.
Select the Advanced tab and click the Add... button.
In the Add mailbox dialog box, type the email address of the departmental shared mailbox and select OK.
In the Microsoft Exchange dialogue box, first select Apply, then OK.
In the Change Account dialogue box, select Next and then select Finish.

This will add your shared mailbox to the list of folders and email accounts in Outlook. To view the mailbox, click the email account name to see all folders and messages in that mailbox. The mailbox's calendar events will also be visible within Outlook calendars.

Removing Shared Mailbox

Outlook - Mac

Open the Outlook menu from the menu bar and select Preferences.
Select Accounts.
Select your KU Account, then select Advanced... in the bottom right.
Select Delegates from the tabs on the top of the window.
Select the departmental shared mailbox you wish to remove and click the - button.
Select OK and allow the computer time to delete the account; once completed, you will be brought back to the Accounts screen.
Close the Accounts screen. The departmental shared mailbox will now be removed from your Outlook account.

Outlook Web App (OWA)

Go to https://outlook.office365.com
Login using your KU email address and KU Single Sign-On credentials.
Once you are in your email, scroll down on the left-side navigation panel until you see your departmental mailbox that you want to remove. If you don't see this navigation panel, it is likely minimized; click the three lines to the left of Home to uncollapse the nav panel.
Right click on the departmental mailbox name. Then click Remove shared folder.
The mailbox will now be removed from the available mailboxes in the navigation pane on the left hand side of Outlook

Outlook - Windows

With Outlook open, go to File, Account Settings, Account Settings.
Select Change on the E-mail tab.
Select More Settings.
Select the Advanced tab.
Select the Mailbox you wish to remove from your profile, and select the Remove button. Then select OK.
Confirm that you want to remove the mailbox.
Select Next, then Finish.
Select Close. The mailbox will now be removed from the available mailboxes in the Navigation Pane in the right-hand side of Outlook.