Access Outlook Dept-Shared Mailbox / Calendar

Access a department shared email mailbox (employee, student-employee, student organizations). Instructions for: Windows Desktop Client, Outlook Online, Apple.

Article Type: How To

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Question:

• How do I open a shared mailbox / calendar?

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Instructions:

• Outlook using Windows desktop client

• Outlook using a Web browser

• Outlook using Apple

• Outlook using mobile: phone or tablet

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Before you begin, ensure the owner of the mailbox you are accessing has shared their mailbox with you or you have access permission to a shared department mailbox.

Instructions if you are using Outlook desktop client:

1. With Microsoft Outlook open, choose File from the top menu and then choose Open & Export and click Other User’s Folder from the list.
2. In the search box that appears, type the full email address. For example, sharedmailboxname@metrostate.edu.
3. Once the search results have populated, choose the type of items you are attempting to access.

• If you are accessing another person’s email inbox (If you are a delegate for their mail) leave the folder type as Inbox.
• If you are accessing a shared calendar, change the folder type to Calendar.
• If you are accessing someone’s shared Address Book, change the folder type accordingly

4. Once you have made a selection, the system will check for the appropriate permissions. If you have appropriate permissions, the item will be populated in your Outlook account.
5. When Outlook performs the initial data sync you may see a popup that states 'Outlook was redirected to the server'; to get new settings for your account, check the box that  says  'Always use my response...', then select Allow.
6. After a few moment you should see your items begin to appear.

• For other Outlook versions or additional instructions refer to Outlook Self-Help.

1. Log in to email online in a web browser.
2. In the upper-right, click on your initials or image.

3. Fill in the "open another mailbox" with your mailbox name.

       Open another mailbox

      4. The email will open in a new tab in your browser.

• For other Outlook version or additional instructions refer to Outlook Self-Help.

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Instructions if you are using Apple

1. Open Microsoft Outlook. Select File > Open > Shared Mailbox.
2. Type the full email address into the search box (e.g.: sharedmailboxname@metrostate.edu).
3. Click the Add button to make your selection.
4. If you are accessing another person’s email inbox (If you are a delegate for their mail) leave the folder type as Inbox.

• If you are accessing a shared calendar, change the folder type to Calendar.
• If you are accessing someone’s shared Contacts, change the folder type to Contacts

1. Once you have made your selection, the system will check for the appropriate permissions. If you have the appropriate permissions, the item will be populated in your Outlook account. 
2. When Outlook performs the initial sync of this data you may see a popup that says 'Outlook was redirected to the server'; to get new settings for your account, check the box that  says  'Always use my response for this server', then select Allow.

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Instructions if you are using Outlook mobile for phone or tablet

Instructions: Add a shared mailbox to Outlook mobile (phone or tablet)

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Related Articles and Information:

• Access another person’s mailbox in Outlook
• Add another person’s mailbox to your folder list in Outlook Web App

Delegation Access

• Allow someone else to manage your mail and calendar

• Manage another person's mail and calendar item