Knowledgebase: E-Mail
Accessing Shared Mailboxes
Posted by on 27 September 2011 11:53 AM

Quick Links

How to access Shared Mailboxes from: Outlook 2007 or Outlook 2010/2013 or Outlook 2016

How to access Shared Mailboxes from: Outlook Web Access (OWA), and OWA Lite.

You can also configure Outlook to prompt you for which Profile you would like to use.

 

How do I access a shared mailbox in Outlook Web Access?

Type the following link into your browser with 'emailname' being the address of the email account you are trying to use:

https://exchange.houghton.edu/owa/emailname@houghton.edu/

You can then log in with your Houghton username and password (if you have permission to access that email account).

 

Prompting for a Profile

If you have several outlook profiles, you can set it to prompt you for which one you would like to open:

1. Go to the Control Panel and open up Mail

2. Select the Show Profiles option

3. At the bottom, select 'Prompt for a profile to be used'

 

How do I add a shared mailbox to Outlook 2007?

Note: If you would like to keep your personal email account data completely separate from a shared mailbox, you may prefer to create an Outlook profile for the shared mailbox. When you open Outlook 2007, you will be prompted to select a profile to use. It is recommended that you create a separate profile for the shared mailbox if you plan to use the Mail Merge feature in Microsoft Word to send email.

    1. In Outlook 2007, select the Tools menu and then Account Settings...

Account Settings

       



    1. Highlight your Exchange account and click the Change... toolbar button.

Change

    1. Click the More Settings... button.

More Settings

    1. Select the Advanced tab and click the Add... button.

Add

    1. Type the name of the shared mailbox (e.g., Sports Information).
    2.  

Name

      **If you do not get the name right, Outlook will not let you proceed.



    1. Your shared mailbox will now show up in your list of mailboxes. Click OK.

Ok

    1. Click Finish.

Finish

    1. Your new mailbox will now be visable in the left pane in Outlook 2007. Expand the mailbox (click the + sign) to view all mail folders in that mailbox.


List

How do I add a shared mailbox to Outlook 2010/2013?

Note: If you would like to keep your personal email account data completely separate from a shared mailbox, you may prefer to create an Outlook profile for the shared mailbox. When you open Outlook 2010, you will be prompted to select a profile to use. It is recommended that you create a separate profile for the shared mailbox if you plan to use the Mail Merge feature in Microsoft Word to send email.

Note: the following pictures are from Outlook 2010 but the steps are identical for Outlook 2013

    1. In Outlook 2010 or 2013, select the File menu and then Info then click the Account Settings button.

Account Info

    1. Highlight your Exchange account and click the Change... toolbar button.

Change

    1. Click the More Settings... button.

More Settings

    1. Select the Advanced tab and click the Add... button.

Add

    1. Type the name of the shared mailbox (e.g., Sports Information).

Name

       

 

      **If you do not get the name right, Outlook will not let you proceed. 



    1. Your shared mailbox will now show up in your list of mailboxes. Click OK.

Ok

    1. Click Finish.

Finish

    1. Your new mailbox will now be visable in the left pane in Outlook 2010 or 2013. Expand the mailbox (click the + sign) to view all mail folders in that mailbox.

List

 

How do I add a shared mailbox to Outlook 2016?

1. Open up the Windows Control Panel

  • In Windows 7: Click on Start, then select Control Panel. Click on Category, select Large icons.
  • In Windows 10: Right-click on Start. Click on Control Panel.

2. Open "Mail" (or "Mail (32-bit)" if it shows up that way)

3. Click "Show Profiles"

4. Click "Properties"

5. Click "E-mail Accounts"

6. Select "New"

7. Under "Your Name" type in the name of the shared mailbox (e.g. "Admission"). For "E-mail Address" enter the email address of the shared mailbox (e.g. "admission@houghton.edu"). Leave the password fields blank.

8. Press "Next", then "Finish", then "Close", and again press "Close" to close out of all the open menus.

9. Open Outlook and under Profile Name select the name of the shared mailbox. You may be prompted to login, use your normal username and password here.

10. Outlook will open and you should see the shared mailbox on the left menu, listed below your regular mailbox folders.

 

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