Shared Mailbox: Access

Exchange Shared-Mailbox Microsoft-Outlook Email access permissions

Request permissions to a shared mailbox

As part of enhanced security measures, shared mailboxes are no longer accessible with passwords.

Changes in permissions to access a shared mailbox is done by the IT Service Desk.

To add you to a shared mailbox, have the owner of that current shared mailbox approve and submit on your behalf the ITS Service Request Shared Mailbox Employee Access.

Ways to access your shared mailbox

Note: IT Services recommends using the official Microsoft Outlook application to access your UFV email account rather than default or built-in mail applications.

Outlook app on PCs

General steps:

1. Log into your UFV computer.

2. Open Outlook.

3. Sign in with your UFV employee email.

4. Once signed in, Outlook will automatically display all the shared mailboxes you have permissions to.

Note: If your shared mailbox doesn't display automatically even with your added permissions, follow the extra steps below for either Classic Outlook or New Outlook.

Classic Outlook

1. Open classic Outlook.

2. Select the File tab on the ribbon, then select Account Settings > Account Settings.

3. Click New.

4.Type the email address of the shared mailbox you need access, and click Connect.

5. Click Sign in with another account and enter your UFV email address.

6. Enter your UFV password.

7. When confirmation message appears, click Done and restart Outlook.

New Outlook

Follow steps listed under Outlook Web portal - Method 1.

Outlook web portal

Add shared mailbox to the primary UFV employee inbox in Outlook Web

Adds your UFV shared mailbox to the Outlook web portal once.
It will show up automatically every time you log into your UFV employee inbox.
You won’t need to open it in a separate window each time (like in method 2.
It will look similar to how shared mailboxes appear in the Outlook desktop app.

Follow these steps for method 1:

1. Log into Exchange Online Webmail with your UFV employee email account.

2. Right-click your UFV Email Address in the left panel.

3. Click Add Shared Folder.

4. In the window that pops up, type the shared mailbox name you want to add, select it, and click 'Continue'.

5. When successful, the notification Shared email account is added.

Note: If you encounter the error message, Something went wrong, contact the Shared Mailbox Owner or the IT Service Desk for assistance.

Method 2

Open shared mailbox in Outlook Web in a separate browser window

You can use this method of opening a shared mailbox:

If you want to open a shared mailbox in a separate browser window then in your primary UFV employee email mailbox.
Or if you do not want to add a shared mailbox to the primary outlook web portal for all-time access rather open this mailbox occasionally.

Steps to open a shared mailbox in Outlook Web is listed below:

1. Log into Exchange Online Webmail with your UFV employee email account.

2. At the top right of the screen, click on your initials.

3. Select “Open another mailbox”.

4. In the window that pops up, type the shared mailbox name you want to open, select it, and click 'Open'. This will open your shared mailbox in a separate browser window if you have permissions to this shared mailbox.

Note: If you encounter the error message, Something went wrong, contact the Shared Mailbox Owner or the IT Service Desk for assistance

Outlook app on mobile devices

Add a shared mailbox to your Outlook application on mobile devices.

The steps for setup are generally consistent across both Apple and Android devices.

Note: Make sure your Outlook is updated to the latest version.

1. Click the Add Mail icon under your account name initials.

2. Click Add Shared Mailbox.

3. Select Your UFV Email Address with permissions to access the shared mailbox.

4. Enter the shared mailbox email address you want to access.

5. Click Add Shared Mailbox.

Note: If you have permissions to the mailbox, it will be listed under accounts in the Outlook app.