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"
  4. Type in the name of the shared mailbox; it will open in a new tab.
  5. To map it as an additional mailbox in OWA, right click on the name on the left hand pane and select Add shared folder.
  6. Type in the name of the shared mailbox; it will be mapped along with the main mailbox in OWA

Method 2:

  1. Use  https://outlook.office365.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.

 Mobile Devices Bookmark https://outlook.office365.com/owa/YourDepartmentEmailHere@byui.edu/ from your favorite browser.

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