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Department (Shared) Mailbox: How to add or access the email account of the department that you work for

NOTE: A mailbox is different than a distribution list (DL) which is a collection of recipients logically grouped together and addressed as a single recipient.

To request a mailbox:

  1. Mailbox Request Form
  2. Mailbox will be fully-accessible from on and off campus the day after you receive notification that it has been built.

To access an existing mailbox:

    1. Have your supervisor add you to the appropriate role in Role Manager.
    2. Restart your computer.
    3. Choose whether you want to access email via a web browser (Outlook Web Access) or email software (Outlook Client)
    Full-Time Employee Student Employee
    Outlook Web Access (OWA)
    1. See and click through to all the mailboxes you have access to through Role Manager.
    2. Use  https://owa.byui.edu/owa/ then select "Private Computer" for all day access.
    3. (Optional) Add as a bookmark/favorite or drag a shortcut to your desktop for quick access.
    Outlook 2010 Client (Windows) 2nd Account
    • Send as User
    • See Notifications
    • See Calendar Reminders
    1. File
    2. Add Account
    3. Type DepartmentAddress@byui.edu
    2nd Mailbox
    • Can't send as User
    • No Notifications
    • No Calendar Reminders
    1. File
    2. Account Settings
    3. Account Settings
    4. Change
    5. More Settings...
    6. Advanced
    7. Add Mailbox
    Type yourdepartmentemail@byui.edu on first launch.
    Outlook 2011 Client (Macintosh)
    1. Tools
    2. Accounts
    3. Advanced
    4. Delegates
    5. People I am a delegate for:
    1. Type yourdepartmentemail@byui.edu on first launch.
    2. Type campus username.
    3. Type campus password.

    Limitations:

    1. This is a read-only setup.  OWA must be used to send.
    2. Calendar sharing is not supported.

    To send mail from the new mailbox:

    1. Outlook 2010 Client (Windows)
      1. Create new message
      2. Click "From" in the "Show Fields" section of the ribbon bar
      3. Click the "From" drop-down then click "Other email address..."
      4. Type the department address then click "OK"
    • When trying to move a folder with a 2nd mailbox you may get the error message, "Cannot copy this folder because it may contain private items.".
      • This is expected behavior.  In order to move folders you need to do it in the 1st mailbox.