Shared Mailboxes

Shared Mailbox Access and Delegate Access

Shared mailboxes, such as those used by departments, are designed to be linked to user accounts via the delegate access system. Only ITS can add and remove users from delegate access. Accessing shared mailboxes by logging in directly using a password is less secure, and ITS strongly recommends against this method since a password, once distributed, cannot be tracked or controlled by ITS except by a reset.

Note: Students and Student Workers may not request Delegate access to a shared mailbox. A Faculty or Staff member must make the request on their behalf by completing the Service Request listed below.

Remove account if it was added using a password

If you previously had the account added locally using a password, it must be removed, or it can cause issues with your delegate access. If you see the account listed in your Outlook folder pane as mailboxname@luc.edu then it is a local account. If it appears in the folder pane as mailbox name, then it is there via delegate access.

1. In the Outlook client, click File then Account Settings and Account Settings…
2. If you see the shared mailbox listed here, click it, then click Remove above the list.
3. Click Yes, then click Close.
4. Quit Outlook.
5. Reboot your computer.

The shared mailbox will now appear in your left-hand folder pane in Outlook.

To send mail from your shared mailbox using the Outlook Client

1. Open a New Email.
2. Click Options in the menu bar.
3. Click the From button.
4. Now click From above the To button, and click Other Email Address.
5. Enter the email address and click OK.

You can now manually select that shared mailbox as a sending address.

To access your shared mailbox from Outlook Web Access

Method 1: Add it permanently to your list of folders

1. In a web browser, open outlook.luc.edu.
2. Log in as yourself.
3. In the folder pane at left, right-click Folders.
4. Click Add shared folder.
5. Enter the email address and click OK.

The mailbox will appear in your folder list.

Method 2: Open it temporarily in a new tab

1. In a web browser, open outlook.luc.edu.
2. Log in as yourself.
3. In the top right, click your initials or profile picture, then click Open another mailbox.
4. Enter the shared mailbox address, then click Open.

The mailbox will open in a new tab.

To send mail from your shared mailbox using Outlook Web Access

1. Ensure the From button appears on your compose message pane.
2. While logged into Outlook Web Access, click the Settings icon in the top right.
3. In the Search Outlook settings box, enter "Message format" then click Message format.
4. Check the Always show From box.
5. Click Save, then click the X to close the panel.

When composing or replying to a message:

1. Click From and choose the email address.
2. If it does not appear, click Other email address…, then enter the email address and click OK.

Shared Calendars associated with shared mailboxes

The shared calendar associated with the shared mailbox is automatically added to your Calendars list.

For additional information, see Microsoft’s website: Open and Use a Shared Mailbox in Outlook

To open a shared Mail, Calendar, or People folder in Outlook for Mac

See Microsoft's website: Open a Shared Mail, Calendar or People Folder in Outlook for Mac