Shared Mailboxes

Shared Mailboxes are used when multiple people need access to the same mailbox, such as a college project, campus team, or other function that might be shared by multiple people.


Users with permissions to the Shared Mailbox can also 'send as' or 'send on behalf of' the mailbox email address if Tech Services has given users permissions to do that.

 
Shared mailboxes are great for groups that want a centralized mailbox and calendar for projects, but they do have some limitations:
  • They cannot be used to send to campus staff or student email groups, such as 'staff.ivany' or 'students.burridge'
  • Maximum of 25 users per mailbox, meaning only 25 or less persons can have access to them
  • They are not meant for large volumes of email. Their best use case is for sharing received messages with a group and sending a limited number of messages
  • They are managed by Tech Services, so a request ticket (link below) is needed for creation of the Shared Mailbox, or any changes such as name, email address or adding/removing of a persons access
  • Shared Mailboxes do not come with sign-in credentials or password. They are accessed via Outlook.
    Related KB articles on using Shared Mailboxes are posted on the lower right side of this page
  • They do not have access to any other Microsoft programs like Forms, Office, etc. Thereby they cannot be used for mail-merges, which utilize both Excel and Word. 


 

To request a new Shared Mailbox be created, or to request access or changes to an existing one, please submit a ServiceDesk request:  Get Help with Email
All requests will be submitted to Marketing and Communications for their approval
 
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Related Articles (6)

Add an existing shared mailbox to Outlook mobile app for iOS and Android
You can now add a shared mailbox that you already have permission to, and access it via Outlook Mobile for iOS and Android,
Change the 'Out of Office' Message or setup email 'Rules' on a Shared Email account
If you already have access to a shared mailbox, you have the ability to change the 'Out of Office' automatic message on that account, or create email flow rules that help manage messages within that mailbox.
Open a shared folder or mailbox in Outlook for Mac
If you have been granted access to another mailbox, either another persons mailbox or a shared email account, use these steps to add that account to your Outlook for Mac.
Set up a second email signature for use with a Shared Mailbox
If you occasionally send mail from a Shared Mailbox, you can quickly change your email signature in the desktop version of Outlook.