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A shared Mailbox is an inbox that multiple people can use to send and receive emails from the same address. A shared mailbox is different to Distribution list as all the emails to a Shared Mailbox go to a single point, whereas with a Distribution list each member gets a copy of an email.

This Article will outline how to add, use and manage your shared mailbox.

Contents:

Viewing your Shared Mailbox
Sending email from your Shared Mailbox / Using the From Field
Changing your Signature when sending an email from a Shared Mailbox

Mailbox Creation & Permissions

You will need to contact IT for the following:

  • Creation of a new Shared Mailbox
  • Addition of user access to a Shared Mailbox
  • Update Permissions of a Shared Mailbox


Viewing your Shared Mailbox 

This section will assume you have already been given access to a shared mailbox. In this example we are going to View the Inbox for the shared mailbox "MB_AIE Institute Administration"
(this requires "Full access" permissions to the Shared Mailbox - this is the default access level IT provides)

In Microsoft outlook

  1. Open the Mail section of outlook, so you can see your inbox.
  2. in the Left pane, about your inbox, you should see your email address with a chevron next to it:
  3. If you click this chevron, your mailbox should compact, showing you other mailboxes underneath, here you should find your shared mailbox (In this example its "MB_AIE Institute Administration:
  4. If you click the chevron of the Shared mailbox, it will open similar to your own mailbox

    (optional)
  5. To make switching between mailboxes easier, if you right click the Inbox of your shared mailbox and select "Add to Favourites":

    The Shared mailbox's Inbox will appear in the favourites section allowing you to simple click to switch inboxes:


If you have multiple Shared Mailboxes, you can do this for each Inbox, or any sub-folder.

Sending email from your Shared Mailbox 

In some cases you may want to send an email using the Shared Mailbox's address instead of your own. In this example we are going to send an email as the shared mailbox "MB_AIE Institute Administration". This section will assume you have already been given Send-As permissions to a shared mailbox.
(this requires "Send-As" access permissions to the Shared Mailbox - this needs to be requested additionally to access permissions)


Configuring outlook to send "From" (this only needs to be done once)

From Outlook

  1. Open a New Email as you usually would
  2. in the ribbon of the New Email, select the "options" Tab, and click the "From" button:
  3. a "From" field will appear in above your "To" field in the Email window, Click it followed by "Other Email Address":
  4. This will open a dialogue box titled "Send From Other Email Address" and ask you for an address, in here put the EMAIL address of the Shared mailbox (or find it in the address box, by clicking the "From..." button)"

    Then click "OK"

  5. You will note that the "From" Field in your email has updated to your desired address:
  6. Once sent, Outlook will add this email address to the "From" drop down so you don't need to search for it every time.


Changing your Signature when sending an email from a Shared Mailbox 

Sometimes when sending an email, you may wish to use another signature (e.g. an Institute signature). This is an easy thing to do:

  1. In your "New Email" window, locate the Xink button:
  2. On the right hand pane, you will be presented with a list of available Signatures, Simply select the desired signature to change it:

    If you do not have your expected signature, Please contact Jason Hayward (Jasonh@aie.edu.au) and they will arrange it for you.