Shared and Delegated mailboxes can be of tremendous use to an organisation, so knowing how to accessing them is pretty important.
What are they?
Shared mailboxes are commonly used when a staff member leaves and someone else in the organisation needs access to their existing mail, but doesn't want to add to the size of their and delegated mailboxes are a great way
Delegate mailboxes are used when a number of staff members want to get email from a single account, and send as that account. Things like order emails or support emails are commonly-used examples.
How to access them?
- Login via https://outlook.office.com/
- Select you name on the top right > Open another mailbox
- Enter the email address of the other person
Using Outlook for Windows
If you’re on a PC then close and re-open Outlook, and the account will appear.
Using Outlook for Mac
- Go to the Outlook menu > Preferences > Accounts
- Select your account
- Click on Delegation and Sharing
- Click on Shared With Me
- Click on the + button (bottom left)
- Enter the email address of the person who’s mailbox you have access to, then Add
Using Apple Mail for Mac
- A shared mailbox can only be added to Mail for Mac as a normal Exchange account
- The password will need to be known or reset
- If this cannot be done or will be complex as it’s for an employee who will return, then
- Use Outlook for Mac (see procedure above)
- Use Webmail (see procedure above)