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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 NDSU Shared Email Account 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 Help Desk to request delegate access.
    • If the owner is not known you may contact the NDSU Help Desk 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

  1. Once delegate access is granted the shared mailbox should appear in the lower left of your outlook email client.
  2. If the account does not appear after access was granted please contact the IT Help Desk at 701-231-8685

Outlook for Mac

  1. Open Outlook for Mac
  2. Select Files
  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 NDSU email username (typically firstname.lastname@ndus.edu) and the password associated with your N.D. University System ID
  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 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 NDSU email username (typically Firstname.Lastname@ndus.edu) and the password associated with your N.D. University System ID
  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
Owner:NDSU Help Desk .Group:IT Knowledge Base
Created:2019-11-20 10:43 CDTUpdated:2022-06-21 10:12 CDT
Sites:IT Knowledge Base
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