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 group (DG) 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. Use  https://pod51034.outlook.com/owa/YourDepartmentEmailHere@byui.edu/ .
    2. (Optional) Add as a bookmark/favorite or drag a shortcut to your desktop for quick access.
    Outlook 2010/2013 Client (Windows) 2nd Account
    • "Sent Items" show in department mailbox
    • See Notifications
    • See Calendar Reminders
    1. File
    2. Add Account
    3. Type DepartmentAddress@byui.edu
    2nd Mailbox
    • "Sent Items" show in personal mailbox
    • 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.

    or

    1. Open Outlook
    2. File
    3. Add New Account
    4. YourDepartmentEmail@byui.edu
    5. YourUsername@byui.edu
    6. Password
    Outlook 2011 Client (Macintosh)
    1. Open Outlook
    2. Tools
    3. Accounts
    4. Advanced
    5. Delegates
    6. People I am a delegate for:
    1. Open Outlook
    2. Tools
    3. Accounts
    4. YourDepartmentEmail@byui.edu
    5. Username@byui.edu
    6. Password
    Android
    1. DepartmentEmailAddress@byui.edu
    2. YourUsername@byui.edu
    3. Your Password
    4. Outlook.Office365.com
      1. DepartmentEmailAddress@byui.edu
      2. YourUsername@byui.edu
      3. Your Password
      4. Outlook.Office365.com

      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.