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Office 365 - Shared Accounts

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A shared Office 365 account 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. Unlike alias accounts, through which email is forwarded on to all group members, email in a shared account remains in its own account. Shared account members do not access the shared account directly. Instead, members are set as delegates for the account. They are able to access the shared email account either through the Outlook application or a Web browser.

Request a new shared account

Complete and submit the NDSU Shared Email Account Form to initiate the account creation process.

Grant delegate access to a shared account

  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 email account

Outlook 2016/2019 (Windows)

  1. Once delegate access is granted the account 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 2016/2019 (Mac)

  1. Open Outlook for Mac
  2. Select File
  3. Select Open
  4. Select Other User's Folder
  5. Select Inbox from the folder type drop-down menu
  6. Enter the Title of your shared folder in the search box
  7. Select your Shared Mailbox from the list
  8. Select Open

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.Lastnamend@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 window or tab

Connect to a shared calendar

Outlook 2016/2019

  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

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




Keywords:office, 365, account, shared, shared email, shared email account   Doc ID:96025
Owner:Marisa M.Group:IT Knowledge Base
Created:2019-11-20 09:43 CSTUpdated:2020-10-06 09:02 CST
Sites:IT Knowledge Base
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