Outlook: How to Use Shared Mailboxes in Office 365

Question

How do I use shared mailboxes in Office 365?

Answer

This guide will assist you with using shared mailboxes in the Office 365 web interface. The instructions are listed in steps — please be sure to complete all of the requirements in each section before moving on to the next.

Note: If you are using a web browser on a mobile device such as a tablet or smartphone, it may not support the full version of the Outlook web app and will instead present the light version of the Outlook web app that does not have all features. 

Required Items:

  • Penguin Portal access 
  • Access to the shared mailbox. (Before you can view a shared mailbox, a work order must be placed by the owner of the mailbox to request access for you)
  • A web browser that supports the standard version of the Outlook web app

How to access a Shared Mailbox in Office 365:

  1. Navigate to the YSU website by clicking HERE. Select the Penguin Portal link in the upper right corner.

  2. Click the Login button under OFFICE365 Email & Calendar.

  3. Log in to your Office 365 email account with your personal Penguin Portal username and password. 

  4. Click your name and/or profile picture in the upper right corner of the screen.

  5. Choose Open another mailbox... in the My accounts menu that appears.

  6. Type the shared mailbox email address you want to add (i.e. email@ysu.edu).

  7. A drop-down menu will appear with the shared mailbox account. Click to select that shared mailbox account (i.e. techdesk@ysu.edu).

  8.  Click Open to access the shared mailbox. 

  9. Your shared email mailbox should now open in a new tab. 

  • Note: This will change your mailbox to the shared mailbox. Anything you send from this mailbox will be sent as the shared mailbox name.

How to switch back to your regular mailbox:

  • Method 1: Follow the instructions in Step 4 and Step 5, but enter your username (i.e. “ptpenguin”) in the Open Other Mailbox pop-out.
  • Method 2: Sign out of Office 365, and then log back in with your normal MyYSU username and password

Additional Information:

  • It will take 24 to 48 hours before all mailbox permissions apply once a user has been added to a shared mailbox. If you try to access the mailbox or send email from the mailbox during that time, you will receive errors.

If you are unable to open a shared mailbox in Office 365, record the error message you receive and submit a service request. You can also contact the YSU Service Desk at 330-941-1595 or at servicedesk@ysu.edu.

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