Send Emails through a Shared Mailbox

Overview:

Shared mailboxes are accessed through folders within your personal account. They appear in the area beneath the list of cabinet folders and can be expanded by clicking the triangle to the left of the account name. Shared mailboxes automatically appear in the Full Access Delegate's account. If you have had folders shared with you, you will need to add them to your account before you are able to access them.

Full Access Delegates can request "Send As" access be granted by ITS to other users. This grants them permission to send out messages under the identity of the shared mailbox. Below are steps to send a message from a shared mailbox for the first time. After following these steps, you will be able to use a simple drop-down option to change the "From" field of a message to the shared mailbox identity.

How to send an email through a shared mailbox:

  1. In your personal account, press New Mail or Reply while viewing a received message.  
  2. Click the Options tab. 
  3. Click From in the Show Fields group. 
  4. Click the From drop-down menu in the message and select Other E-mail Address.
  5. Type the name of the shared account and click OK.
    Note: You may be guided through a search process to find the account in the Global Address Book. 
  6. Complete your message and press Send. If the initial message sent successfully, you will have the From drop-down menu available when composing future messages, and you will be able to click to select the shared mailbox name as the message source. 

Connect your account:

  1. Click Tools, select Accounts... and then click Advanced.  
  2. Select the Delegates tab.  
  3. Click the + sign below the "People I am a delegate for:" space at the bottom of the window.  
  4. Enter the name of the shared mailbox, click Find, select it from the results, and then click OK twice. 
  5. Close the Accounts window.

To send a message from the shared mailbox address:

  1. Within your personal account, compose a new message or reply to an existing one.  
  2. Click the From drop-down menu in the message and select the identity you wish to use for this communication.  
  3. Complete the message as desired and click Send.
  1. Log in to Outlook Web App.
  2. Click the settings gear icon in the upper-right corner.
  3. Click View All Outlook Settings.
  4. On the left side of the screen, under the Mail section click Compose and Reply.
  5. Under Message Format, place a check by "Always show From," and click Save, then close.
  6. Click + New Message.
  7. Click From and start typing the name of the account for which you have "Send As" permission. When it appears, click to select it. 
  8. Send a test message to an address of your choosing to complete this one-time process.

The next time you create a message, the drop-down From field should provide the option to use the shared mailbox account's identity.

NOTE: Instead of following the instructions above, you can show the FROM field in an email by clicking the three dots at the top of a new message and selecting Show From. This needs to be done for each new outgoing email if needed.   

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How to troubleshoot failed messages from a shared mailbox:

If you receive a delivery failure notice after sending out a message under a shared mailbox account identity, you may not have "Send As" permissions for that account. To test this, log into the Outlook Web app and attempt to send a message from the shared mailbox account identity. If you do not have "Send As" permission, it will immediately let you know with an error once you click Send. To help you try this in Outlook Web App, view Microsoft's Open and use a shared mailbox in Outlook Web App support page.

The user who oversees a shared mailbox is known as a "Full Access Delegate," and although they have the ability to send out messages under this identity by default, they do not have the ability to directly grant this access to other users. 

If you are unable to send messages out under the identity of the shared mailbox account without receiving delivery failure notifications in the Outlook client for Windows, and cannot send this way through Outlook Web App, please contact the Full Access Delegate over the account and ask that they contact the ITS Service Desk to request "Send As" permission be added to the shared mailbox account.

 

 

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Details

Article ID: 12824
Created
Tue 5/3/16 1:40 PM
Modified
Fri 9/27/19 8:58 AM