Shared Mailboxes and Calendars

Description

Custom Office 365 email address that lets one or more individuals send and receive mail using that address rather than their personal address. Can also be used for calendar appointments.

Features

  • Multiple owners: One or more Catmail users can access a shared mailbox.
  • Single identity: A shared mailbox works just like a regular inbox for email and calendar.
  • Custom name: Mailbox address and “name” can be customized when the mailbox is first created.
  • Continuity: Because a shared mailbox is not tied to a personal email account, it can remain available even if the original owner leaves the university or changes roles.

Best uses

  • Shared email and calendar for departments, organizations or project teams.

Eligibility                                   

  • Creation: You must be a current employee to request a new shared mailbox.
  • Access: Anyone with a valid OHIO email address can be granted access to an existing shared mailbox.

How to request

  • Contact the IT Service Desk - 740-593-1222 or https://www.ohio.edu/oit/help. Please have the following information ready:
    • Mailbox address: the part that goes in front of "@ohio.edu"
    • Malbox name: What people will see if they look your shared mailbox up in Outlook or OWA
    • Mailbox owner(s): The OHIO email addresses of all individuals who will need to access the shared mailbox

How to use

Sending mail from a shared address in Outlook

  1. Create a new message.
  2. Go to the Options tab and select the From button.
  3. Select the From field and choose Other Email Address.
  4. Search for your shared mailbox's address and choose it.

For subsequent messages, your shared mailbox address will be an option in the From drop-down. 

Accessing a shared mailbox/calendar - OWA

  1. Visit https://outlook.office365.com/owa/address@ohio.edu (replace address@ohio.edu with your shared mailbox address).
  2. Log in using your own OHIO ID and password.
  3. Use the app launcher icon near the top of your OWA window to choose either Mail or Calendar.

Accessing a shared mailbox/calendar - Outlook for Windows

  1. Select the File tab.
  2. Click Account Settings and choose Account Settings from the drop-down.
  3. Select Change.
  4. Click More Settings at the bottom right.
  5. Select the Advanced tab.
  6. Select the Add button.
  7. Type in the mailbox name you received from the Service Desk and select OK.
  8. Select Apply and OK.
  9. Select Next, then select Finish.
  10. Close the Account Settings window.

Accessing a shared mailbox/calendar - Outlook for Windows

  1. From the File menu, choose Open Other User’s Folder.
  2. Type the mailbox name into the search field.
  3. Click the corresponding name in the search results.
  4. In the Folder Type drop-down menu, choose Inbox or Calendar.
  5. Click Open.
  6. If prompted to allow an "autodiscover" connection, choose Always use my response for this server and click Allow.
  7. A folder with the shared mailbox's name will appear in your navigation pane.