Accessing Shared Mailboxes @ BYUI

Hours: Monday-Friday, 8 AM to 5 PM Call us: (208) 496-9000

To access a colleague's mailbox:

  • You can delegate access to your entire Outlook Mailbox but the other user will have to use the File --> Open --> Other User's Folder command each time they want to view it.

To request a shared 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 a shared mailbox:

  1. Have your supervisor add you to the appropriate role in Role Manager.
  2. Wait up to 3 hours for synchronization to take place.
  3. Restart your computer.
  4. 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)

Method 1:

  1. Log into your BYUI account
  2. Click on your EMAIL tab
  3. Click on the icon for your profile on the upper right-hand corner or the screen and then click "Open another mailbox"

Method 2:

  1. Use  https://pod51034.outlook.com/owa/YourDepartmentEmailHere@byui.edu/ .
(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. Click File
  3. Click Open
  4. Click Other User's Folder
  1. Open Outlook*
  2. Tools
  3. Accounts
  4. YourDepartmentEmail@byui.edu
  5. Username@byui.edu
  6. Password

You may need to uncheck the "Automatic..." box and manually type in the following server name: outlook.office365.com

*Mac Mail does not appear to work using this method.

 

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.

Distribution Groups

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.

  • A message addressed to a DG will be delivered to every mailbox of every user in the group.
  • A message addressed to a mailbox will be delivered only to that mailbox, to which others may be granted permission to access.

Local Groups

To create a local Contact Group in Outlook follow the instructions at http://office.microsoft.com/en-us/outlook-help/create-and-edit-a-contact-group-formerly-distribution-lists-HA010354963.aspx .

Server Groups

To request a server-side Distribution Group:

  1. Distribution Group , send a message to Distribution Group Request Form (detailing all the folks you'd like to be included in the group).
  2. List will be fully-accessible from on and off campus the day after you receive notification that it has been built.
Hours: Monday-Friday, 8 AM to 5 PM Call us: (208) 496-9000