SLAC WebMail

Add the shared mailbox to your mailbox list

After you complete this task, the shared mailbox and its folders are displayed in the left navigation pane each time you open Outlook on the web.

• Sign in to your account in Outlook on the web. (https://outlook.office365.com/owa/slac.stanford.edu)
• Right-click Folders in the left navigation pane, and then choose Add shared folder.
  
  • If the above instruction does not work, you may need to right-click the name of your primary mailbox in the left navigation pane, and then choose Add shared folder.
• In the Add shared folder dialog box, type the name or email address of someone who has shared a mailbox with you, and then click Add. Or, type the name of the shared mailbox you are a member of.
• The shared mailbox displays in your Folder list in Outlook on the web. You can expand or collapse the shared mailbox folders as you can with your primary mailbox.

Receiving notifications of new messages in a shared mailbox

To receive notifications of new messages in the Inbox of a shared mailbox, you must open the shared mailbox in a separate browser window.

Open the shared mailbox in a separate browser window

Use this method if you want to view and manage the email for the shared mailbox in its own browser window. This method also lets you receive notifications of new items in the Inbox of the shared mailbox.

• Sign in to your account in Outlook on the web. (https://outlook.office365.com/owa/slac.stanford.edu)
• On the Outlook on the web navigation bar, click your name. A list appears.
• Click Open another mailbox.
• Type the email address of the other mailbox that you want to open, and then click Open. Another Outlook on the web session opens in a separate window, allowing access to the other mailbox.

Send email from the shared mailbox

• Choose New mail above the folder list. A new message form opens in the reading pane.
• At the top of the message, choose More actions > Show From.
• A screenshot of the Show From option
• This option shows you that the people who receive the email message will see it comes from the shared mailbox and not from your own email account.
• The first time you use the shared mailbox, you need to add the address to the options available in the From drop-down list:
• Right-click the From address and choose Remove.
• A screenshot of the Remove option
• Type the shared address. The next time you reply from the shared mailbox, its address will appear as an option in the From drop-down list.
• To add recipients, type the name of anyone who is in your contacts folder or organization’s address list, or type the email address in the To or Cc box. The first time you enter a person’s name, Outlook on the web searches for that person’s address. In the future, the name is cached so it resolves quickly.
• Type a subject.
• Type the message you want to send.
• When your message is ready to go, click Send.

Reply to mail sent to the shared mailbox

• The first time you reply to a message sent to the shared mailbox, you need to add the shared address to the From drop-down box. Here's how to do that:
• Open Outlook on the web and go to your shared mailbox.
• Open a message that was sent to the shared address.
• Click Reply.
• At the top of the message, choose More actions > Show From.
• A screenshot of the Show From option
• Right-click the From address and choose Remove.
• A screenshot of the Remove option
• Type the shared address and send the message. The next time you reply from the shared mailbox, its address will appear as an option in the From drop-down list.

More information can be found at Microsoft's Knowledge Base: https://support.microsoft.com/en-us/office/open-and-use-a-shared-mailbox-in-outlook-on-the-web-98b5a90d-4e38-415d-a030-f09a4cd28207

macOS

NOTE: There are two version of the Microsoft Outlook application:

1. New version
   
2. Old version
   

New Microsoft Outlook application

Access the shared mailbox

Upon creation of the shared mailbox, it should automatically be displayed in your Folder pane in Outlook within 2 hours. If you do not see it after this time, close and restart Outlook.

• Open Outlook.
• In the Tools menu, choose Accounts, and select the account that has access to the mailbox.
• Select Delegation and Sharing
• Choose Shared With Me tab
• Choose + to add a shared or delegated mailbox
• Note:  If you have permissions to custom folders in the mailbox but not to the top-level mailbox folder, the custom folders will not appear in the folder list. Only default folders that you have permissions to, such as Inbox, Sent Items, Deleted Items, and Calendar, will appear in the folder list without top-level mailbox folder permissions.
• Alternatively, you can also go to File > Open > Shared Mailbox, to open a shared or delegated mailbox.

Send mail from the shared mailbox

• Open Outlook.
• Choose New Message.
• If you don't see the From field at the top of your message, choose Options > From.
• Click From in the message, and change to the shared email address. 
• Finish typing your message and then choose Send.
• From now on when you want to send a message from your shared mailbox, the address will be available in your From drop down list.
• Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.

Reply to mail sent to the shared mailbox

• Open Outlook.
• Navigate to the shared mailbox in the mailbox pane.
• Open the email message you want to reply to.
• From field at the top of your message, you should see the name of your shared mailbox. If you don't, choose the From dropdown box and choose your shared mailbox.
• Finish typing your message and then choose Send.
• When you want to send a message from your shared mailbox, the address will be available in your From drop down list.
• Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.

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Old Microsoft Outlook application

Access the shared mailbox

Upon creation of the shared mailbox, it should automatically be displayed in your Folder pane in Outlook within 2 hours. If you do not see it after this time, close and restart Outlook.

• On the Tools menu, click Accounts.
• Click the Plus Sign to add an additional Exchange account.
• In the E-mail address field, enter the email address of the shared mailbox.
• Under Authentication, enter your own credentials.
• Checking the setting Sync shared mailbox will allow Outlook to synchronize the shared mailbox without requiring the user to click Send/Receive. This setting was added in version 16.13.411. Enabling this setting is highly recommended for users who use their own credentials to access a shared mailbox.

Send mail from the shared mailbox

• Open Outlook.
• Choose New Email.
• Click From in the message, and change to the shared email address. 
• Finish typing your message and then choose Send.
• From now on when you want to send a message from your shared mailbox, the address will be available in your From drop down list.
• Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.

Reply to mail sent to the shared mailbox

• Open Outlook.
• Navigate to the shared mailbox in the mailbox pane.
• Open the email message you want to reply to.
• From field at the top of your message, you should see the name of your shared mailbox. If you don't, choose the From dropdown box and choose your shared mailbox.
• Finish typing your message and then choose Send.
• When you want to send a message from your shared mailbox, the address will be available in your From drop down list.
• Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.

More information can be found at Microsoft's Knowledge Base: https://support.microsoft.com/en-us/office/open-a-shared-mail-calendar-or-people-folder-in-outlook-for-mac-6ecc39c5-5577-4a1d-b18c-bbdc92972cb2

Windows

Access the shared mailbox

Upon creation of the shared mailbox, it should automatically be displayed in your Folder pane in Outlook within 2 hours. If you do not see it after this time, close and restart Outlook.

If you still cannot see it, you can manually add the shared mailbox to Outlook:

• Open Outlook.
• Choose the File tab in the ribbon.
• Choose Account Settings, then select Account Settings from the menu.
• Select the Email tab.
• Make sure the correct account is highlighted, then choose Change.
• Choose More Settings > Advanced > Add.
• Type the shared email address.
• Choose OK > OK.
• Choose Next > Finish > Close.

Send mail from the shared mailbox

• Open Outlook.
• Choose New Email.
• If you don't see the From field at the top of your message, choose Options > From.
• Click From in the message, and change to the shared email address. If you don't see your shared email address, choose Other email address and then type in the shared email address.
• Choose OK.
• Finish typing your message and then choose Send.
• From now on when you want to send a message from your shared mailbox, the address will be available in your From drop down list.
• Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.

Reply to mail sent to the shared mailbox

• Open Outlook.
• Open the email message you want to reply to.
• From field at the top of your message, you should see the name of your shared mailbox. If you don't, choose the From dropdown box and choose your shared mailbox.
• Finish typing your message and then choose Send.
• When you want to send a message from your shared mailbox, the address will be available in your From drop down list.
• Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.

More information can be found at Microsoft's Knowledge Base: https://support.office.com/en-us/article/open-and-use-a-shared-mailbox-in-outlook-d94a8e9e-21f1-4240-808b-de9c9c088afd