Skip to main content

Working With Shared Mailboxes

Please select the type of Outlook you use for the appropriate walkthrough.

Outlook for PC

In this article [jump to a section]:

 

What is a Shared Mailbox?

A Shared Mailbox provides a place where multiple people can access the same mailbox and send from the same address.  Any changes one user makes, whether it is reading, deleting, categorizing, or replying to, will appear for the other users.  A shared mailbox also provides a public-friendly email address, which is good for branding, as well as for when a project or responsibilities changes hands. 

If you need a Shared Mailbox created, please contact the SOM Helpdesk.  Provide your preferred display name (i.e. SOM Community Project), email address (i.e. SOMproject@som.umaryland.edu), and which users needs access to it. 

 [back to top]

How do I access a Shared Mailbox?

In the Outlook desktop client, scroll down on the left pane beneath your list of mailbox folders.  You’ll see each Shared Mailbox you have access to here.  If they are collapsed, click the arrow to expand them.

Screenshot of Outlook

You’ll see that the mailbox is structured just like your mailbox, with an Inbox, Deleted Items and Sent Items.  Any change you make here, such as categorizing an email, flagging an email for followup, or creating subfolders and moving emails into them, will automatically display for any other user that also has access to the mailbox.

If you are managing email requests with other users, consider organizing emails into folders based on their status, or assign emails to users using the color category system.

Screenshot of Outlook

[back to top]

How do I send as a Shared Mailbox?

When sending a new email, you’ve got to specify which mailbox you’re sending as – yourself, or the shared mailbox. 

In the Outlook desktop client, click New Email > Options > From.

Screenshot of Outlook

Now you’ve got a From field, which is set to your own email address.  Click the down arrow next to From and select Other Email Address.

Screenshot of Outlook

This box will pop up.  Click the From button.

Screenshot of Outlook

Search for your Shared Mailbox, select it, and click OK.

Screenshot of Outlook

Click OK again.

Screenshot of Outlook

And now if we send this email, it will come from the Shared Mailbox.

Screenshot of Outlook

And don’t worry, you’ve only got to go through that once!  Afterwards, Outlook will remember this address.  Clicking on the down arrow next to From will list both email addresses, and you can select between them easily.

Screenshot of Outlook

When replying from or forwarding an email that is in the Shared Mailbox, the From field is automatically set to be the Shared Mailbox.

Bonus Tip: If you receive an error message like the one below, there are two possible causes.  If the mailbox is newly created, or you were just granted access to it, it can take several hours for the permissions to take effect.  It is common that you’re able to see and interact with a new mailbox hours before you are able to send as it.  If, after waiting, you are still not able to send as the mailbox, contact the SOM Helpdesk so that we can verify that you have the proper permissions.

Screenshot of Outlook

 [back to top]

How do I set an out of office message on a Shared Mailbox?

First, open your own mailbox in Outlook in a browser.

https://outlook.office.com

Next, click on your profile picture or initials in the upper right hand corner.  Then select Open another mailbox.

Screenshot of Outlook in a Browser

This window will pop up.  Search for your Shared Mailbox.  Click Open.

Screenshot of Outlook in a Browser

Screenshot of Outlook in a Browser

Your mailbox will open in a new browser tab.  You are now accessing the mailbox directly, instead of accessing its folders from within your own mailbox.  Imagine your mailbox was a motorcycle, which you were riding, and you had a sidecar – the shared mailbox - attached to it.  Now you’ve just jumped directly into the sidecar. 

Screenshot of Outlook in a Browser

Bonus Tip: When working with multiple mailboxes, it can help the change the themes.  In the Shared Mailbox, click the gear icon, and then choose a theme.

Screenshot of Outlook in a Browser

Now here’s a side by side view of those two tabs – my mailbox and the Shared Mailbox.  They are much easier to tell apart!

Screenshot of Outlook in a Browser

 

Let’s set that Out of Office message.  In the Shared Mailbox, click the gear icon.  Go down to View all Outlook Settings.

Screenshot of Outlook in a Browser

Go to Mail > Automatic Replies > Automatic Replies on.  Type your message here.  Choose a start & stop time if you’d like, as well as if your replies should apply to senders outside the organization (anyone who does not have a SOM address.  UMMS and UMB users are considered outside the organization).  Click Save when you’re done.

Screenshot of Outlook in a Browser

The message will appear to let you know that automatic replies are on.

Screenshot of Outlook in a Browser

[back to top]

How does this differ from a Shared Calendar?

A Shared Calendar is just a component of a Shared Mailbox.  In most cases, any Shared Calendar you interact with is in fact a Shared Mailbox.  The calendar aspect is likely the only part of it being used.  This is very common.

[back to top]

I am the owner of a Shared Calendar.  How do I grant someone permissions to it?

If you are the owner of a Shared Calendar, it should already appear in your calendar list.  Click on the calendar icon > right click on the Shared Calendar > Properties.

Screenshot of Outlook

Click on the Permissions tab > Add > Search for a user or group > Add > OK.

Screenshot of Outlook

By default, the new user will have Free/Busy permissions, which means they will only be able to see the times of meeting on the Shared Calendar, but no other information.  Use the Permission Level drop down box to select the desired permission.  Although there are many possible permissions, and those are even further customizable using the radio buttons and check boxes, you may run into problems when sharing with people using Outlook for Mac.  It is recommended that you limit your options to Free/Busy time, Reviewer, Author, Editor or Owner.

 Screenshot of Outlook

[back to top]

How do I add a Shared Calendar to my Outlook?

If you have permissions to a Shared Calendar and you do not see it in your list of calendars, click Add Calendar > From Address Book.

Screenshot of Outlook

Search for your calendar > Calendar > OK.

Screenshot of Outlook

It will appear in your calendar list, under Shared Calendars.

 Screenshot of Outlook

[back to top]

 

Outlook for macOS

In this article [jump to a section]:

 

What is a Shared Mailbox?

A Shared Mailbox provides a place where multiple people can access the same mailbox and send from the same address.  Any changes one user makes, whether it is reading, deleting, categorizing, or replying to, will appear for the other users.  A shared mailbox also provides a public-friendly email address, which is good for branding, as well as for when a project or responsibilities changes hands. 

If you need a Shared Mailbox created, please contact the SOM Helpdesk.  Provide your preferred display name (i.e. SOM Community Project), email address (i.e. SOMproject@som.umaryland.edu), and which users needs access to it. 

 [back to top]

How do I access a Shared Mailbox?

With Outlook for Mac open, click Tools > Accounts > Advanced.

Screenshot of Outlook for Mac 

Click on the Delegates tab > + under Open these additional mailboxes > Search for your mailbox > Add.  Close the Accounts window.

Screenshot of Outlook for Mac

Your Shared Mailbox will now be listed in the left pane.  Mailboxes are listed alphabetically, so it may be above or below your primary mailbox.

Screenshot of Outlook for Mac

You’ll see that the mailbox is structured just like your mailbox, with an Inbox, Deleted Items and Sent Items.  Any change you make here, such as categorizing an email, flagging an email for followup, or creating subfolders and moving emails into them, will automatically display for any other user that also has access to the mailbox.

If you are managing email requests with other users, consider organizing emails into folders based on their status, or assign emails to users using the color category system.

 [back to top]

How do I send as a Shared Mailbox?

Outlook for Mac will automatically fill in the From address based on which mailbox you have selected.  For example, if you currently have the Inbox of the Shared Mailbox selected, clicking New Email will populate the Shared Mailbox address into the From field.

Screenshot of Outlook for Mac

Clicking the arrows to the right will allow you to switch back and forth easily.

Screenshot of Outlook for Mac

Screenshot of Outlook for Mac

 

Bonus Tip: If you receive an error message like the one below, there are two possible causes.  If the mailbox is newly created, or you were just granted access to it, it can take several hours for the permissions to take effect.  It is common that you’re able to see and interact with a new mailbox hours before you are able to send as it.  If, after waiting, you are still not able to send as the mailbox, contact the SOM Helpdesk so that we can verify that you have the proper permissions.

Screenshot of Outlook

 [back to top]

How do I set an out of office message on a Shared Mailbox?

First, open your own mailbox in Outlook in a browser.

https://outlook.office.com

Next, click on your profile picture or initials in the upper right hand corner.  Then select Open another mailbox.

Screenshot of Outlook in a Browser

This window will pop up.  Search for your Shared Mailbox.  Click Open.

Screenshot of Outlook in a Browser

Screenshot of Outlook in a Browser

Your mailbox will open in a new browser tab.  You are now accessing the mailbox directly, instead of accessing its folders from within your own mailbox.  Imagine your mailbox was a motorcycle, which you were riding, and you had a sidecar – the shared mailbox - attached to it.  Now you’ve just jumped directly into the sidecar. 

Screenshot of Outlook in a Browser

Bonus Tip: When working with multiple mailboxes, it can help the change the themes.  In the Shared Mailbox, click the gear icon, and then choose a theme.

Screenshot of Outlook in a Browser

Now here’s a side by side view of those two tabs – my mailbox and the Shared Mailbox.  They are much easier to tell apart!

Screenshot of Outlook in a Browser

 

Let’s set that Out of Office message.  In the Shared Mailbox, click the gear icon.  Go down to View all Outlook Settings.

Screenshot of Outlook in a Browser

Go to Mail > Automatic Replies > Automatic Replies on.  Type your message here.  Choose a start & stop time if you’d like, as well as if your replies should apply to senders outside the organization (anyone who does not have a SOM address.  UMMS and UMB users are considered outside the organization).  Click Save when you’re done.

Screenshot of Outlook in a Browser

The message will appear to let you know that automatic replies are on.

Screenshot of Outlook in a Browser

[back to top]

How does this differ from a Shared Calendar?

A Shared Calendar is just a component of a Shared Mailbox.  In most cases, any Shared Calendar you interact with is in fact a Shared Mailbox.  The calendar aspect is likely the only part of it being used.  This is very common.

[back to top]

I am the owner of a Shared Calendar.  How do I grant someone permissions to it?

Make sure you've added the Shared Mailbox as shown above.  Now click on your Calendar icon> right click on the Shared Mailbox calendar > Sharing Permissions.

Screenshot of Outlook for Mac

Click Add User > Search for and add your user > Select your user > Click the arrows to the right of Permission Level.

Screenshot of Outlook for Mac

By default, the new user will be added with no permissionsUse the Permission Level drop down box to select the desired permission.  Although there are many possible permissions, and those are even further customizable using the radio buttons and check boxes, you may run into problems when sharing between Mac and PC users.  It is recommended that you limit your options to Free/Busy time, Reviewer, Author, Editor or Owner.  Click OK when done.

Screenshot of Outlook for Mac

The user will not receive a notification, and will have to add the calendar manually.

 [back to top]

How do I add a Shared Calendar to my Outlook?

To add a Shared Calendar, click Open Shared Calendar > Search for your calendar > Open.

Screenshot of Outlook for Mac

It will appear alphabetically in your calendar list.  Use this arrow to choose between displaying your calendars side-by-side or combined.

Screenshot of Outlook for Mac

 [back to top]

 

Outlook in a browser

In this article [jump to a section]:

 

What is a Shared Mailbox?

A Shared Mailbox provides a place where multiple people can access the same mailbox and send from the same address.  Any changes one user makes, whether it is reading, deleting, categorizing, or replying to, will appear for the other users.  A shared mailbox also provides a public-friendly email address, which is good for branding, as well as for when a project or responsibilities changes hands. 

If you need a Shared Mailbox created, please contact the SOM Helpdesk.  Provide your preferred display name (i.e. SOM Community Project), email address (i.e. SOMproject@som.umaryland.edu), and which users needs access to it. 

 [back to top]

How do I access a Shared Mailbox?

When using Outlook in a browser, you’ll need to add the Shared Mailbox manually.

Go to https://outlook.office.com

Right click on Folders and then select Add shared folder.

Screenshot of Outlook in a Browser

This window will pop up.  Start typing the name of your Shared Mailbox, and select it when it appears.

Screenshot of Outlook in a Browser

Screenshot of Outlook in a Browser

Now click Add.  You’ll see it appear on the left pane, underneath your own mailbox.

 Screenshot of Outlook in a Browser

Screenshot of Outlook in a Browser

You’ll see that the mailbox is structured just like your mailbox, with an Inbox, Deleted Items and Sent Items.  Any change you make here, such as categorizing an email, flagging an email for followup, or creating subfolders and moving emails into them, will automatically display for any other user that also has access to the mailbox.

If you are managing email requests with other users, consider organizing emails into folders based on their status, or assign emails to users using the color category system.

[back to top]

How do I send as a Shared Mailbox?

When sending a new email, you’ve got to specify which mailbox you’re sending as – yourself, or the shared mailbox. 

Create a new message.  Click the ellipses > Show From.

Screenshot of Outlook in a Browser

Now you’ve got a From field, which is set to your own email address.  Click From and select Other Email Address.

Screenshot of Outlook in a Browser

Beging typing in the name of your Shared Mailbox.  Select it when it appears.

Screenshot of Outlook in a Browser

And now if we send this email, it will come from the Shared Mailbox.

And don’t worry, you’ve only got to go through that once!  Afterwards, Outlook will remember this address.  Clicking on From again will list both email addresses, and you can select between them easily.

Screenshot of Outlook in a Browser

When replying from or forwarding an email that is in the Shared Mailbox, the From field is automatically set to be the Shared Mailbox.

Bonus Tip: If you receive an error message like the one below, there are two possible causes.  If the mailbox is newly created, or you were just granted access to it, it can take several hours for the permissions to take effect.  It is common that you’re able to see and interact with a new mailbox hours before you are able to send as it.  If, after waiting, you are still not able to send as the mailbox, contact the SOM Helpdesk so that we can verify that you have the proper permissions.

Screenshot of Outlook

 [back to top]

How do I set an out of office message on a Shared Mailbox?

First, open your own mailbox in Outlook in a browser.

https://outlook.office.com

Next, click on your profile picture or initials in the upper right hand corner.  Then select Open another mailbox.

Screenshot of Outlook in a Browser

This window will pop up.  Search for your Shared Mailbox.  Click Open.

Screenshot of Outlook in a Browser

Screenshot of Outlook in a Browser

Your mailbox will open in a new browser tab.  You are now accessing the mailbox directly, instead of accessing its folders from within your own mailbox.  Imagine your mailbox was a motorcycle, which you were riding, and you had a sidecar – the shared mailbox - attached to it.  Now you’ve just jumped directly into the sidecar. 

Screenshot of Outlook in a Browser

Bonus Tip: When working with multiple mailboxes, it can help the change the themes.  In the Shared Mailbox, click the gear icon, and then choose a theme.

Screenshot of Outlook in a Browser

Now here’s a side by side view of those two tabs – my mailbox and the Shared Mailbox.  They are much easier to tell apart!

Screenshot of Outlook in a Browser

 

Let’s set that Out of Office message.  In the Shared Mailbox, click the gear icon.  Go down to View all Outlook Settings.

Screenshot of Outlook in a Browser

Go to Mail > Automatic Replies > Automatic Replies on.  Type your message here.  Choose a start & stop time if you’d like, as well as if your replies should apply to senders outside the organization (anyone who does not have a SOM address.  UMMS and UMB users are considered outside the organization).  Click Save when you’re done.

Screenshot of Outlook in a Browser

The message will appear to let you know that automatic replies are on.

Screenshot of Outlook in a Browser

[back to top]

How does this differ from a Shared Calendar?

A Shared Calendar is just a component of a Shared Mailbox.  In most cases, any Shared Calendar you interact with is in fact a Shared Mailbox.  The calendar aspect is likely the only part of it being used.  This is very common.

[back to top]

How do I add a Shared Calendar to my Outlook?

Click on the calendar icon on the left pane > Add Calendar.

Screenshot of Outlook in a Browser

Click Add from directory and begin typing the name of your Shared Calendar.

Screenshot of Outlook in a Browser

From this drop down box, you'll have the option of where to display the Shared Calendar.  This is arbitrary and only affects the order of where the calendar will be displayed.  Click Add.

Screenshot of Outlook in a Browser

It will appear in your calendar list.

Screenshot of Outlook in a Browser

[back to top]

I am the owner of a Shared Calendar.  How do I grant someone permissions to it?

First, open the Shared Mailbox in a new tab, as shown in the previous section How do I set an out of office message on a Shared Mailbox?

Now that you're accessing the Shared Mailbox directly, click on the calendar icon on the left, the ellipses next to the calendar, and then Sharing and permissions.

Screenshot of Outlook in a Browser

Search for the user you'd like to grant permissions to, and click their name when it appears.

Screenshot of Outlook in a Browser

By default, the new user's permissions will be set to Can view all details.  From the drop down box, you can select your desired permissions.  Click Share.

Screenshot of Outlook in a Browser

The user will receive an email letting them know that you've shared this calendar with them.  When they click Accept, it will display the calendar in their Outlook.Screenshot of Outlook in a Browser 

[back to top]