How to Access a Shared Mailbox

Understanding Shared Mailboxes

A shared mailbox allows multiple authorized users to access and manage email sent to a common email address.

Examples include departmental mailboxes, office mailboxes, and student organizational mailboxes.

Important Information

• Shared mailboxes do not have individual owners in the traditional sense. Users are granted delegated access.
• A shared mailbox does not require a separate password for users.
• Users access the shared mailbox through their own Truman email accounts.
• ITS must grant the appropriate permissions before a user can access a shared mailbox.

Accessing a Shared Mailbox

After ITS grants you access, the shared mailbox may automatically appear in Outlook.

Using Microsoft 365 Online (Outlook on the web):

1. Go to Outlook on the Web and sign in with your credentials.
2. Once logged in click your profile icon in the top-right corner.
3. Click “Open another mailbox” and enter email@truman.edu.
4. The mailbox will open in a new browser tab.

Using Outlook Desktop (Outlook 365):

1. Log into email with your credentials.
2. The shared mailbox should automatically appear in the left-hand navigation pane, typically near the bottom of your folder list. (Can take up to an hour to appear)

Using Outlook Mobile (Phone App):

1. Open the Outlook app.
2. Select “Add a shared mailbox.”
3. Enter email@truman.edu.

Sending Email from a Shared Mailbox

If you have permission to send messages from a shared mailbox, you can select its address in the From field.

Instructions

1. Open Outlook.
2. Select New mail.
3. If the From field is not visible, select Options and enable Show From or select the From option.
4. Select the From field.                                                                               
5. Choose the shared mailbox address.
6. If it does not appear, select Other email address and enter the shared mailbox address.
7. Compose your message.
8. Select Send.