Accessing a Shared Mailbox (i.e. Departmental or Student Organization Email Account)

Audience

Employees & Student Organizations

Question

I have received my confirmation email saying I have access to a shared mailbox, how can I access it?  Or, how can I have it show within my Outlook menu?

Answer

If you have confirmation that you have been given access to a shared mailbox, please proceed.  If you have not yet received access, please click here to request access to a shared mailbox.  Please make sure you have waited 2 hours after confirmation of access before following below steps.

For the first time accessing your shared mailbox we ask that you do the following.  This will ensure that all steps have been taken so that your shared mailbox will be viewable within your Outlook client.

  1. Please log into Office 365 online. 
  2. You will receive an Office 365 login box:  Please use your StarID@minnstate.edu for your Username and your StarID password.
  3. Open Outlook - Once logged in, you will be able to find your Outlook icon on the left-hand side of the screen or within the Office 365 waffle, at the top of the left-hand side of the screen.
  4. Change Mailboxes - Once within Outlook, in the upper right-hand corner of the screen you will either see your customized logo (usually your picture) or the standard initials logo. Click on this logo for a drop-down menu.
  5. Within the drop-down menu - select "Open another mailbox".
  6. Enter in the Mailbox Username that was provided in the confirmation email.  (Example:  BSU-Mailbox Name or NTC-Mailbox Name).  Once you start typing, you will receive a drop down menu listing similar like names for you to quickly find your shared mailbox.
  7. If you have the correct access, you should now be able to view your shared mailbox, online.  If you receive an error, please submit a "Request Service".

Viewing your shared mailbox within your Outlook client - on your workstation:

Because you have viewed your shared mailbox online (above steps), this will also replicate over to your Outlook client. 

  1. Log out and log back into your Outlook client on your workstation.
  2. Under your personal mailbox, you should see your shared mailboxes listed below in the left-hand menu.
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