Office 365 - Shared Mailbox and Shared Calendars

A shared Office 365 mailbox can be accessed by two more more individuals, allowing emails to be managed and replied to by multiple people during the business day, regardless of who is on duty. Shared mailbox members do not access the shared mailbox directly. Instead, members are set as delegates to the mailbox, which allows them to access the mailbox through the Outlook application or web browser without needing a separate account username and password to manage.

Request a new shared mailbox

Complete and submit the Microsoft Shared Mailbox Form to initiate the mailbox creation process.

Grant delegate access to a shared mailbox

  1. Please have the owner of shared email account contact the NDSU IT Service Center to request delegate access.
    • If the owner is not known you may contact the NDSU IT Service Center for further assistance
  2. Once delegate access has been granted, the owner can provide the instructions below to the person(s) who will have access to the shared account.

Connect to a shared mailbox

Outlook for Windows

Once delegate access is granted the shared mailbox should automatically appear in the lower left of your outlook email client.

Complete the following steps only if the shared mailbox does not automatically show up in the Account List:

  1. From Outlook, click on File
  2. Select Account Settings and click Account Settings
  3. Select the Email tab
  4. Select your account
  5. Click the Change button
  6. Click More Settings
  7. Click Advanced
  8. Click the Add button
  9. Enter the @ndsu.edu email address of the shared mailbox
  10. Click OK
  11. Click Apply and OK
  12. Click Next
  13. Click Done
  14. Click Close
  15. Close and restart Outlook
  16. The shared mailbox should now appear in the Account List in the left menu

Outlook (new) for Windows

  1. From Outlook, right-click your email address on the left side panel
  2. Select Add shared folder or mailbox
  3. Enter the shared mailbox email address
  4. Select Add
  5. Select "Shared with me" on the left side panel (toward the bottom)
  6. The shared mailbox(es) should display there

*To favorite a shared mailbox, right-click "Favorites" and select "Add favorite" to search for a shared mailbox to add.

Outlook for Mac

  1. Open Outlook for Mac
  2. Select File
  3. Select Open
  4. Select Shared Mailbox
  5. Search for the shared mailbox address and select the mailbox
  6. Select Add to add the account

Online Web Access (OWA for Windows and Mac)

  1. Go to the Microsoft Office 365 login page
  2. Log in to your account using your N.D. University System Account and password
  3. In the upper right corner, click on the profile photo
  4. Choose Open Other Mailbox
  5. Enter the mailbox name for the shared mailbox you want to access (e.g. ndsu.exampleaccount@ndsu.edu) and click OK
  6. Click Open, and the account will then open in a new window or tab

Connect to a shared calendar

Outlook for Windows

  1. Click Calendar on the lower left menu
  2. Click Open Calendar in the upper ribbon
  3. Select Open Shared Calendar
  4. Type in the name of the Shared Account
  5. Click OK
  6. The shared calendar will open to the right of your calendar

Outlook (new) for Windows

  1. From Outlook, select the calendar icon on the left panel
  2. Select Add calendar
  3. Select Add from directory
  4. Select your ndus.edu account
  5. Enter the shared email address
  6. Select which location you want it stored
  7. Click Add

Outlook for Mac

  1. Open Outlook for Mac
  2. Select Files
  3. Select Open
  4. Select Shared Calendar
  5. Search for the shared calendar address and select the calendar
  6. Select Open to add the account

Web Browser

  1. Go to the Microsoft Office 365 login page
  2. Log in to your account using your N.D. University System Account
  3. In the upper right corner, click on the profile photo
  4. Choose Open Other Mailbox
  5. Enter the mailbox name for the shared account you want to access (e.g. ndsu.exampleaccount@ndsu.edu) and click OK
  6. Click Open, and the account will then open in a new tab or window
  7. Once you are connected, click Calendar to open the shared account calendar

See Also


Keywords:
office, 365, account, shared, shared email, shared email account, shared mailbox, shared calendar 
Doc ID:
96025
Owned by:
NDSU Help Desk in NDSU IT Knowledge Base
Created:
2019-11-20
Updated:
2024-12-17
Sites:
NDSU IT Knowledge Base