Department 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.

  • 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.

To create a local Contact Group in Outlook by following the instructions at .

To request a distribution group, send a message to detailing all the folks you'd like to be included in the group.

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. 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)
    1. Use .
    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
    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 on first launch.


    1. Open Outlook
    2. File
    3. Add New Account
    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
    6. Password
    3. Your Password
      3. Your Password

      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.